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February 2017
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Contents
Amendments to the Education and Care Services National Regulations
affecting the National Quality Framework Resource Kit ii
Chapter 1: Introduction 9
Legislative framework of the National Quality Framework 9
Objectives 9
Guiding principles 10
Services covered by the National Law 11
Services excluded by the National Law 11
Services excluded by the National Regulations 12
Where key definitions can be found 13
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Adequate supervision 65
Protection from harm and hazards 67
Emergency procedures 68
Telephone or other communication equipment 69
Collection of children 70
Excursions 70
Part 4.3: Physical environment 72
Quality Area 3: Standards and Elements 72
Fencing and security 73
Furniture, materials and equipment 74
Laundry and hygiene facilities 74
Indoor space requirements 75
Outdoor space requirements 76
Toilet and hygiene facilities 77
Ventilation and natural light 78
Administrative space 78
Nappy change facilities 79
Outdoor spacenatural environment 79
Outdoor spaceshade 80
Premises designed to facilitate supervision 81
Assessments of family day care residences and venues 82
Glass 83
Part 4.4: Staffing arrangements 85
Quality Area 4: Standards and Elements 85
Supervision of education and care services 85
Nominated supervisor 86
Certified Supervisor in day-to-day charge 87
Educational leader 87
Age and supervision requirements 88
Educator-to-child ratios 88
Qualification requirements: centre-based services 93
Qualification requirements: family day care services 95
Summary of qualification requirements 96
First aid qualification requirements 99
Approval of qualifications 100
Staff records: centre-based services 101
Register of family day care educators 102
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Compliance 162
Effect of non-compliance before 1 January 2012 162
Notices and undertakings 162
Offences 163
Information retention and sharing 163
Information held by regulatory authorities 163
Information held by providers 164
Approved Learning Frameworks 164
Contacts 164
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Other boxes will refer the reader to other parts of this guide for more information on a particular
topic or requirement.
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This guide also provides cross-references to the National Quality Standard, to help the reader
understand the relationship between the National Law, the National Regulations and the National
Quality Standard.
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Chapter 1: Introduction
Objectives
National Law: Section 3 (2)
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Guiding principles
National Law: Section 3(3)
The following principles apply when making decisions about operating education and care
services, and working to achieve the National Quality Standard and improve quality at each
service:
the rights and best interests of the child are paramount
children are successful, competent and capable learners
the principles of equity, inclusion and diversity underpin the National Law
that Australias Aboriginal and Torres Strait Islander cultures are valued
that the role of parents and families is respected and supported
that best practice is expected in the provision of education and care services.
The United Nations Convention on the Rights of the Child articulates the rights of all children and
provides a set of guiding principles that shape the way we view children. Best interests of the child
is one of these guiding principles and sets out that when adults make decisions, they should
consider how these decisions will affect children.
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The National Quality Framework covers most long day care, family day care, preschool
(kindergarten) and outside school hours care services. In WA, the National Quality Framework
also extends to home based care.
The National Quality Framework has commenced with the largest services in terms of numbers
of children. Given the range and diversity of education and care services, an all-encompassing
national system will take a number of years to achieve. Further work will be undertaken in the
future to assess how and when other services may be incorporated, including costbenefit
analysis for inclusion of these services.
Given that additional types of education and care services may be brought into the National
Quality Framework later, the National Law adopts a broad definition of education and care
service as any service providing or intending to provide education and care on a regular basis
to children under 13 years of age, except those services that are specifically excluded either by
the National Law or the National Regulations.
Services that are excluded by the National Law are unlikely to be brought into the National
Quality Framework in the future.
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Services that are excluded by the National Regulations may be brought into the National
Quality Framework in the future.
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The National Law determines three inter-related approval processes for entities and individuals:
provider approvalwhich is nationally recognised and enables providers to apply for one or
more service approvals.
service approvalauthorises an approved provider to operate an education and care service.
The approved provider must nominate a person to be the nominated supervisor for each of
their approved services.
supervisor certificateallows individuals who hold a supervisor certificate to be eligible to
be a nominated supervisor, or to be placed in day-to-day charge when the approved provider
or nominated supervisor is not physically present at the education and care service.
Diagram 1:
Provider
Approval
Service Service
Approval Approval
The National Law and National Regulations set out specific information required for each type
of application. They also prescribe timeframes for regulatory authorities to make decisions and
notify applicants of the outcome.
All decisions made by regulatory authorities in relation to the approvals process are reviewable.
An application for internal review must be made in writing to the regulatory authority within 14
days after notification of the decision.
The regulatory authorities will assess applications to ensure that individuals, or in the case of
an entity, persons with management or control, meet minimum requirements.
Provider and service approvals and supervisor certificates are national and ongoing approvals.
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Applications can be made through the National Quality Agenda IT System. If an entity or
individual is unable to access online application forms, they should contact the regulatory
authority in their jurisdiction.
Contact details for each regulatory authority are provided on the ACECQA website at www.acecqa.gov.au.
Application process
This also relates to the National Quality Standard Element 7.1.5: Adults working with children and
those engaged in management of the service or residing on the premises are fit and proper.
The applicant must apply in the jurisdiction in which he or she usually lives (or in the case of an
entity, the location of the entitys principal office).
One or more persons may apply for a national provider approval. An approved provider can only
apply for a service approval if it will operate the approved service or will be responsible for the
management of staff members and the nominated supervisor at that service. State and territory
regulatory authorities will assess and determine provider approvals.
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In determining whether a person is fit and proper, a regulatory authority must have regard to:
the applicants history of compliance with any current or former education and care services
law, childrens service law or education law
the applicants checks under the jurisdictions working with children law (if applicable)
the applicants criminal history
any decision made under a former education and care services law, childrens services law or
education law of a participating jurisdiction to refuse, refuse to renew, suspend or cancel a
licence, approval, registration or certification issued to the person under that law
any bankruptcy or insolvency issues.
If a person has been served with an infringement notice for an offence under the National Law,
and the person has paid the penalty, a regulatory authority cannot take that offence into
account when determining the persons fitness and propriety.
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If the applicant is an entity (for example, a company or incorporated association), the prescribed
information must be provided for each person with management or control of the service.
A person with management or control is defined as:
in relation to a body corporate, an officer of the body corporate who is responsible for
managing the delivery of the education and care service
in relation to an eligible association, each member of the executive committee who has
responsibility for managing the delivery of the education and care service
in relation to a partnership, each partner who has responsibility for managing the delivery
of the education and care service
in any other case, each person who has the responsibility for managing the delivery of the
education and care service.
An entity must also submit documentary evidence of its legal status, such as a partnership
agreement or registration of incorporation.
The regulatory authority may ask for any other relevant information to assist in making a
decision to grant provider approval, such as medical history or financial circumstances that may
impact on the persons ability to operate a service. It may also seek information from another
state or territory regulatory authority.
A regulatory authority must decide to grant or refuse an application for provider approval within
60 days after receiving the application or any further information requested. If the applicant
agrees, an extension of up to 30 days can be approved.
The regulatory authority may ask an applicant to provide any further information that is
necessary to assess the application or undertake inquires in relation to a person.
The regulatory authority must give the applicant written notice of a decision and the reasons
for that decision within seven days after the decision is made.
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All decisions by regulatory authorities in relation to the approvals process are reviewable.
An application for internal review must be made in writing to the regulatory authority within
14days after notification of the decision.
See Chapter 5: Review, enforcement and compliance for more information on how to apply for a review.
An approved provider must notify certain circumstances to the regulatory authority, such as a
change in the name of or contact details for the approved provider, or the appointment or removal
of a person with management or control.
See the table on page 113 for information that must be notified to the regulatory authority.
If granted, the regulatory authority must provide a copy of the provider approval to the
approved provider.
An approved provider is subject to a range of notification requirements which are set out on
page 113.
The approved provider must display certain information so it is visible in the main entrance of
each service operated by the provider.
See page 112 for information that must be displayed in the education and care service premises.
A provider approval may be granted subject to any conditions that are prescribed in the
National Regulations or that are determined by the regulatory authority. All provider approvals
are granted subject to the condition that the approved provider must comply with the National
Law and National Regulations.
A regulatory authority may place additional conditions on a provider approval. For example,
a condition might be imposed to limit the number of services that may be operated by the
approved provider. Any additional conditions will appear on the copy of the provider approval.
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An approved provider may apply in writing to the regulatory authority for an amendment of
their provider approval.
A regulatory authority may also amend a provider approval at any time without application by
an approved provider, such as to vary a condition or to place a new condition on a provider
approval.
The regulatory authority must advise the approved provider in writing of the amendment, and
supply a copy of the amended provider approval to the approved provider.
All decisions by the regulatory authorities in relation to the approvals process are reviewable.
A regulatory authority may suspend a provider approval on a number of grounds, such as the
approved provider:
is no longer considered fit and proper to operate an education and care service
has not complied with a condition of their provider approval, or has been found guilty
of an offence
has not operated any education and care service for 12 months
has not paid any outstanding fees.
The regulatory authority may suspend the provider approval for up to 12 months.
The regulatory authority may direct the approved provider to notify parents of children enrolled
in the education and care service/s in writing of the suspension.
A regulatory authority may also suspend a provider approval without prior notification if it is
satisfied that there is an immediate risk to the safety, health or wellbeing of a child or children.
In this case, the maximum period of suspension is six months.
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The decision to suspend a provider approval is reviewable. See Chapter 5: Review, enforcement and
compliance for further information on applying for a review.
An approved provider may also apply to voluntarily suspend their provider approval for up to 12
months. The approved provider must notify parents of children enrolled in the care and education
service/s in writing of their intention to apply for a voluntary suspension of provider approval.
If a provider approval is suspended, all service approvals held by the provider are also
suspended. A suspension applies to education and care services and any associated childrens
services operated by the approved provider. However, the National Law provides for a
suspended service to be transferred to another approved provider.
See Part 2.2: Service approvals for a definition of an associated childrens service.
A regulatory authority may cancel a provider approval on a number of grounds, such as:
the approved provider is no longer considered fit and proper to operate an education and
care service
there is an unacceptable risk to the health, safety or wellbeing of a child being educated and
cared for by the approved provider
the approved provider has not complied with a condition of their provider approval, or has
been found guilty of an offence
the approved provider has not operated any education and care service for more than 12
months (including any period of suspension).
An approved provider may also surrender a provider approval by notifying the regulatory authority
in writing. The approved provider must notify parents of children enrolled in each approved
service in writing of the intention to surrender the provider approval. If a provider approval
is surrendered, the approval is cancelled on the date nominated by the approved provider.
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If a provider approval is cancelled or surrendered, all service approvals held by the provider are
also cancelled or taken to be surrendered. A cancellation applies to education and care services
and any associated childrens services operated by the approved provider. However, the
National Law allows the provider to apply for consent to transfer a service approval held by the
provider.
See Part 2.2: Service approvals for a definition of an associated childrens service.
The regulatory authority may direct the approved provider to notify parents of children enrolled
in the education and care service/s in writing of the cancellation.
Where an approved provider can no longer fulfil their role due to death or incapacity, a
nominated executor or legal personal representative or guardian can be appointed, subject to
meeting the requirements to be an approved provider.
There is an application fee for each service approval, and an annual fee payable on or
before 1 July each year. The fee is based on the size of the service and is indexed annually.
The fee schedule is set out in the National Regulations, Schedule 2.
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6 to 20 educators $275
All fees are indexed annually on 1 July. The first indexation will occur on 1 July 2013.
Application process
An approved provider must submit an application for service approval in the jurisdiction in
which the service is to be located.
The application must designate a nominated supervisor and include that persons written
consent to the nomination.
See Part 4.4 Staffing arrangements for information about responsible person being present or
available to family day care educators page 84
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The application for a centre-based service must include the prescribed information:
proposed maximum number of children
proposed hours and days of operation
a statement that the approved provider has prepared the required policies and procedures
plans prepared by a building practitioner*
copy of a planning permit, if required
right to occupy the premises*
building certification.*
*The regulatory authority may accept an application that does not include this information if
the approved provider is seeking to:
relocate the education and care service for not more than 12 months, or
locate the service on a school site.
The requirement for building certification means that an application can only be submitted once
a building is complete.
The National Law provides that it is an offence to operate an education and care service without
a service approval. Additionally, it is an offence to advertise an education and care service until
an application for service approval has been submitted to the regulatory authority.
Where an approved provider proposes to operate a service covered by the National Law, and on
the same premises proposes to operate a service not covered by the National Law but
regulated under a state or territory law, the approved provider may seek a service approval
under the National Law for both services.
The approved provider will not be required to have separate approvals or licences under
different laws. However, the associated service component will need to continue to comply with
the relevant state or territory law.
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The application for a family day care service must include information about the education and
care service, including:
proposed hours and days of operation of the service
proposed location of the principal office
proposed number of family day care educators
locations where education and care is to be provided
proposed number of family day care co-ordinators
a statement that the approved provider has prepared the required policies and procedures
copies of additional policies and procedures required under regulation 169.
A regulatory authority must decide to grant or refuse an application for service approval within
90 days after receiving the application. If the applicant agrees, the period of time may be
extended.
In determining an application for service approval, the regulatory authority must take into
account a range of information, including, but not limited to:
the suitability of the premises and site (excluding a family day care residence)
the adequacy of the policies and procedures for the service
any suspensions of the provider approval
any conditions of the provider approval.
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A service approval may not be granted if the regulatory authority is not satisfied that the
applicant is:
capable of operating the proposed service in compliance with the National Law, the National
Regulations or the National Quality Standard, or
entitled to occupy the education and care service premises (centre-based service only).
The regulatory authority must give the applicant written notice of a decision and the reasons
for that decision within seven days after the decision is made.
All decisions by regulatory authorities in relation to the approvals process are reviewable.
An application for internal review must be made in writing to the regulatory authority within
14 days after notification of the decision.
See Chapter 5: Review, enforcement and compliance for more information on how to apply for a review.
If granted, the regulatory authority must provide a copy of the service approval to the approved
provider. The service approval must include details about any conditions on the service
approval, the maximum number of places (centre-based service only) and details
of any waivers applying to the service (refer to 30 for information about waivers).
The service approval must be displayed so that it is visible from the main entrance of the
approved service (refer to 112 about display of information at a service).
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A regulatory authority may grant a service approval subject to conditions. It is the approved
providers responsibility to ensure that all conditions are met.
A new service will have three months from the date of their service approval to develop their
Quality Improvement Plan. For more information, see Part 3.1: Quality Improvement Plans.
Also see transitional provisions.
Evidence that a centre-based service is entitled to occupy the premises might include a current
lease, or proof of ownership such as a property title search. Also see transitional provisions.
Family day care services must provide sufficient numbers of family day care co-ordinators to
monitor and support the family day care educators.
Family day care educators must also hold public liability insurance with a minimum cover of
$10000000. This might be covered by the family day care service or the individual educator.
The National Regulations do not prescribe how many co-ordinators are required in a family day care
service. The approved provider should determine how many co ordinators are needed to provide
support and assistance to all family day care educators engaged by the service, and to monitor
each educators compliance with the National Law and National Regulations.
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An approved provider may apply in writing to the regulatory authority for an amendment
of a service approval. An amendment cannot change the location of a service.
The regulatory authority must make a decision on the application within 60 days after the
application (or any further information requested by the regulatory authority) is received.
A regulatory authority may also amend a service approval at any time without an application
by an approved provider, for example to vary a condition or to place a new condition on the
service approval.
The regulatory authority must advise the approved provider in writing of the amendment,
and issue a copy of the amended service approval.
The approved provider must notify the regulatory authority in writing if the provider wishes
to change the person designated as the nominated supervisor. This notice should be given at
least seven days before the person commences as the nominated supervisor, or if this is not
possible, no later than 14 days after the change of nominated supervisor.
The notice to the regulatory authority must include that persons written consent to be the
nominated supervisor.
A person must have a supervisor certificate to be a nominated supervisor.
A service approval may be transferred from one approved provider to another approved
providerfor example, where an approved provider sells their business, or has their provider
approval or service approval suspended.
The transferring and receiving approved providers must jointly notify the regulatory authority
in writing of the transfer at least 42 days before the transfer is intended to take effect.
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The National Law does not require the transferring service approval to be reassessed or
reapproved. The regulatory authority is taken to have consented to the transfer unless it
intervenes.
A regulatory authority may intervene in a transfer of a service approval if it has concerns
about whether the receiving approved provider is capable of operating the education and care
service, having regard to its financial capacity, management capability and any other relevant
matter. To intervene, the regulatory authority must notify both parties in writing, at least
28 days before the proposed date of transfer. The notice must outline the matters about which
the regulatory authority is concerned.
The regulatory authority must notify both parties of its decision to consent to or refuse the
transfer at least seven days before the proposed date of transfer. The regulatory authority
may impose conditions on the provider or service approval of the receiving approved provider
because of the transfer.
The receiving approved provider must give written notice to the parents of children enrolled at
an education and care service of the transfer of the service approval, at least two days before
the transfer.
Both parties must also notify the regulatory authority in writing within two days after the actual
transfer takes effect. The regulatory authority must then amend the service approval and
provide a copy of the amended service approval to the receiving approved provider.
A regulatory authority may suspend a service approval on a number of grounds, such as:
there is a reasonable belief that it would not be in the best interests of the children for the
service to continue to operate
the service has operated at a rating level not meeting the National Quality Standard and
a service waiver or temporary waiver does not apply to the service in respect of that
non compliance and
there has been no improvement in the rating level
the approved provider has not complied with a condition of the service approval or the
National Law and National Regulations
the approved provider has not complied with a direction, compliance notice or emergency
order under the National Law
the approved provider has not paid the annual fee for the service approval.
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The regulatory authority may suspend the service approval for up to 12 months.
The regulatory authority may require the approved provider to notify parents of children
enrolled in the care and education service in writing of the suspension.
A regulatory authority may also suspend a service approval without prior notification if it is
satisfied that there is immediate risk to the safety, health or wellbeing of a child or children.
If a regulatory authority suspends a service approval without notification, the suspension
can be for no longer than six months.
An approved provider may also apply to voluntarily suspend a service approval for up to
12 months. The approved provider must notify parents of children enrolled in the approved
service in writing of their intention to apply for a voluntary suspension of service approval,
at least 14 days before making the application. A service approval will be automatically
suspended if the relevant provider approval is suspended. However, the regulatory authority
may consent to the transfer of a suspended service to another approved provider.
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An approved provider may also surrender a service approval by notifying the regulatory authority
in writing. The approved provider must notify parents of children enrolled in the approved
service in writing of the intention to surrender the service approval. If a service approval is
surrendered, the approval is cancelled on the date nominated by the approved provider.
Waivers
The National Law provides for two types of exemptions or waivers from meeting a prescribed
Element or Elements of the National Quality Standard or the National Regulations:
service waiveron an ongoing basis
temporary waiverfor a period of up to 12 months.
For example, where a service is unable to meet a physical environment requirement of the
National Regulations (for example, fencing or appropriate shaded area), the approved provider
could apply for a waiver.
There is an application fee for a service or temporary waiver.
Service waivers
An approved provider of a centre-based service may apply for a service waiver for any
of the following:
the Standards and Elements set out in Quality Areas 3 (Physical environment) and
4 (Staffing arrangements) of the National Quality Standard,
regulations 104 (fencing and security), 107 (indoor space), 108 (outdoor space),
110 (ventilation and natural light), 111 (administrative space), 112 (nappy change facilities),
113 (outdoor space natural environment), 114 (outdoor space shade), 115 (premises
designed to facilitate supervision), 120 (supervision of under 18 year old educator),
123 (educator-to-child ratios), 126 (educator qualifications) and 130 to 134 (requirement
for early childhood teacher), and
any provision in chapter 7 of the National Regulations which applies in place of one
of the regulations listed above.
An approved provider of a family day care service may apply for a service waiver for any
of the following:
the Standards and Elements set out in Quality Areas 3 (Physical environment) and
4 (Staffing arrangements) of the National Quality Standard,
regulations 104 (fencing and security), 107. 108, 110 (ventilation and natural light), 117 (glass),
124 (number of children who can be educated or cared for), 127 (educator qualifications)
and 128 (co-ordinator qualifications), and
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any provision in chapter 7 of the National Regulations which applies in place of one
of the regulations listed above.
When deciding whether to grant a service waiver, the regulatory authority will take into account:
whether the education and care service is able to meet each Element of the National Quality
Standard and the National Regulations by alternative means that satisfy the objectives of
those Elements
any other relevant matters detailed in the application.
For example, if a waiver was sought for regulation 110, maintaining the service premises at a safe
temperature, a regulatory authority might refuse the waiver on the grounds that the approved
provider could repair or install an air conditioning unit.
The regulatory authority must notify the applicant within 60 days of receiving the application,
and if granted, re-issue the service approval stating each Element or regulation to which the
service waiver applies.
If a service waiver is granted, the service is taken to comply with each Element of the National
Quality Standard and each regulation of the National Regulations specified in the waiver.
A service waiver will not affect an approved services rating assessment against the National
Quality Standard.
A service waiver may be revoked by the regulatory authority at any time or through application
by the approved provider.
Temporary waivers
An approved provider of a centre-based service may apply for a temporary waiver for any
of the following:
the Standards and Elements set out in Quality Areas 3 (Physical environment) and
4 (Staffing arrangements) of the National Quality Standard, and
regulations 104 (fencing and security), 107 (indoor space), 108 (outdoor space),
110 (ventilation and natural light), 120 (supervision of under 18 year old educator),
123 (educator-to-child ratios), 126 (educator qualifications), 130 to 134 (requirement
for early childhood teacher) and 136 (first aid qualifications).
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An approved provider of a family day care service may also apply for a temporary waiver
for any of the following:
the Standards and Elements set out in Quality Areas 3 (Physical environment) and
4 (Staffing arrangements) of the National Quality Standard, and
regulations 104 (fencing and security), 110 (ventilation and natural light), 117 (glass),
124 (number of children who can be educated or cared for), 127 (educator qualifications),
128 (co-ordinator qualifications) and 136 (first aid qualifications).
For example, an approved provider of a centre-based service that has been flooded might request a
temporary waiver to regulation 113 (outdoor space-natural environment) while their outdoor space
is repaired and replanted.
If a temporary waiver is granted, the service is not required to comply with each Element
of the National Quality Standard and each regulation of the National Regulations specified
in the waiver.
A temporary waiver can be revoked by the regulatory authority at any time or through
application by the approved provider.
See part 4.4 Supervision of education and care services for information on appointing a nominated
supervisor or placing a person in day to day charge.
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Approved providers do not need to apply for a service supervisor certificate. Regulatory authorities
will issue a service supervisor certificate for each approved education and care service (apart from
those in WA) from 1 November 2016, or after granting a new service approval. There is no fee for a
service supervisor certificate.
Existing supervisor certificates issued to an individual or for a person in a prescribed class under
regulation 49 are still valid.
Information about responsibilities for approved providers and nominated supervisors for ensuring
people covered by the service supervisor certificate are fit and proper with suitable skills and experi-
ence is below.
Under regulation 54, the services nominated supervisor may also place a certified supervisor in day
to day charge of the service. When deciding whether it is suitable for a person who meets the new
definition to be placed in day to day charge of the service, the nominated supervisor should consider
the same factors as outlined above.
Ensuring the fitness and propriety of a person to be covered by the service su-
pervisor certificate
The approved provider has overall responsibility for the service and must take reasonable steps to
ensure childrens safety and wellbeing is protected. This includes taking reasonable steps to make an
informed decision about whether a person is suitable to be the nominated supervisor for the service
or to be placed in day to day charge.
For example, providers are encouraged to seek a statement from the person about their compliance
history, such as whether they have ever had an individual supervisor certificate suspended, cancelled
or limited by a condition, or have been subject to any other compliance actions under the National
Law and Regulations. It is also important to be aware of any compliance action taken under another
law relevant to childrens education and care, such as a childrens services law or an education law,
or a former education and care services law, in any state or territory. A compliance history template is
available on the ACECQA website.
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As nominated supervisors have specific obligations under the National Law, approved providers
should also consider a persons age when deciding whether they are suitable for the role. In addition,
educators at a centre-based service who are less than 18 years old must be supervised at all times
and cannot work alone at the service (regulation 120).
Under regulation 54, the services nominated supervisor may also place a certified supervisor in day
to day charge of the service. When deciding whether it is suitable for a person who meets the new
definition to be placed in day to day charge of the service, the nominated supervisor should consider
the same factors as outlined above.
Normal requirements for including the details of a staff members working with children card or
check/vulnerable people check, or safety screening clearance or teacher registration, in the staff
record continue to apply (regulations 145-7).
In addition, the approved provider must notify the regulatory authority if the approved provider is
notified that (section 173):
This also relates to the National Quality Standard Element 7.1.5: Adults working with children and
those engaged in management of the service or residing on the premises are fit and proper.
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A person who is 18 years or older may apply to the regulatory authority for an individual
supervisor certificate. The application should be made in the jurisdiction where the person
usually lives (or intends to live).
An application for an individual supervisor certificate must include information such as:
proof of identity
proof of age
details of the applicants relevant skills, experience, training and qualifications
information regarding the applicants fitness and propriety.
An applicant must demonstrate that they are a fit and proper person to be a certified
supervisor.
Persons considered to be fit and proper
A person who is a registered teacher or a person who holds a current working with children card
is considered to be a fit and proper person to supervise an education and care service, unless
there is evidence to indicate otherwise. This recognises that these people have already
undergone an equivalent fit and proper assessment under a state or territory law.
A regulatory authority must decide to grant or refuse an application for an individual supervisor
certificate within 60 days after receiving the application. If the applicant agrees, an extension of
up to 30 days can be approved. The regulatory authority must give the applicant written notice
of a decision and the reasons for that decision within seven days after the decision is made.
The regulatory authority may ask an applicant to provide any further information that is
necessary to assess the application, or undertake inquires in relation to a person.
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A regulatory authority may take in to account any medical condition that may affect the
persons capacity to be the supervisor or any other matter.
If a person has been served with an infringement notice for an offence under the National Law,
and the person has paid the penalty, a regulatory authority cannot take that offence into
account when determining an applicants fitness and propriety.
The minimum requirements for an individual supervisor certificate are having adequate
knowledge and understanding of the provision of education and care to children, and the ability
to effectively supervise and manage an education and care service.
All decisions by regulatory authorities in relation to the approvals process are reviewable. An
application for internal review must be made in writing to the regulatory authority within 14
days after notification of the decision.
See Chapter 5: Review, enforcement and compliance for more information on how to apply for a review.
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A certified supervisor may apply to the regulatory authority in writing for an amendment of their
supervisor certificate.
The regulatory authority may amend a supervisor certificate at any time, such as to vary a
condition or place a new condition on the certificate. The regulatory authority must notify the
certified supervisor in writing of the amendment and supply a copy of the amended supervisor
certificate to the certified supervisor.
A certified supervisor must also notify the regulatory authority of changes to particular
circumstances within seven days after the change occurs.
See the table on page 113 for information that must be notified to the regulatory authority.
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Before a regulatory authority takes action to suspend or cancel a supervisor certificate it must:
notify the certified supervisor and provide reasons for the action (a show cause notice)
allow the certified supervisor to respond to the notification before making its final decision
advise the certified supervisor in writing of the final decision.
The maximum period of suspension is 12 months. A regulatory authority may also suspend a
supervisor certificate without prior notification if it is satisfied that there is immediate risk to
the safety, health or wellbeing of a child or children being educated and cared for by the
certified supervisor.
The decision to suspend a supervisor certificate with notification is reviewable. See Chapter 5:
Review, enforcement and compliance for further information on applying for a review.
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Determine an
application for provider Regulatory authority 60 days Section 15
approval
Advise in writing of
decision to grant or Within 7 days after
Regulatory authority Section 16
refuse provider decision is made
approval
Determine an
application to amend Regulatory authority 30 days Section 22
provider approval
Determine an
application for service Regulatory authority 90 days Section 48
approval
Advise in writing of
Within 7 days after
decision to grant or Regulatory authority Section 50
decision is made
refuse service approval
Determine an
application to amend Regulatory authority 60 days Section 54
service approval
Advise regulatory
Transferring approved
authority of intended At least 42 days before
provider and receiving Section 59
service approval intended transfer
approved provider
transfer
Advise of consent to
service approval At least 7 days before
Regulatory authority Section 66
transfer after intended transfer
intervention
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Determine an
application for service Regulatory authority 60 days Section 91
waiver
Determine an
application for Regulatory authority 60 days Section 98
temporary waiver
Determine an
application for Regulatory authority 60 days Section 111
supervisor certificate
Determine an
application to amend Regulatory authority 30 days Section 119
supervisor certificate
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Quality Areas
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Each individual Quality Area contains a number of Standards, which are high-level outcome
statements. The National Quality Standard contains 18 Standards, with two or three Standards
in each Quality Area. Under each Standard sits Elements that describe the outcomes that
contribute to the Standard being achieved.
Under the National Law, each approved service is assessed and rated against the National
Quality Standard and the requirements of the National Regulations by the regulatory authority
in their jurisdiction.
Each approved service receives a rating for each Quality Area and an overall rating.
An approved provider must ensure that a Quality Improvement Plan is prepared for the
service that:
describes a self-assessment of the quality of the practices of the service against the
National Quality Standard and the National Regulations
identifies areas for improvement
contains a statement of the approved services philosophy.
A Quality Improvement Plan must be developed within three months of the grant of the service
approval.
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The National Regulations require the current Quality Improvement Plan to be kept at the service
premises or family day care office. It is recommended that previous versions of the services Quality
Improvement Plan are also kept to demonstrate the services achievements and progress.
The statement of philosophy might describe the services values, beliefs and understandings
about children, families, the role of educators and the ways children learn. To meet the National
Quality Standard, the statement of philosophy should be used to guide all aspects of the
services operations.
It is suggested that educators, families and children are involved in the development and review
of the services philosophy statement. Regular review of the philosophy against new research,
against the approved learning frameworks, and against families views and expectations will
support the services goals for continuous improvement.
A statement of philosophy:
describes the services values, beliefs and understandings
informs understanding of educators, children, families and the community
leads to improved practices, relationships, policies and procedures
For further information see the Self-assessment and quality improvement planning process.
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Until a service is first assessed under the National Law, it will have a rating of ProvisionalNot
yet assessed under the National Quality Framework.
The following rating levels are prescribed:
Working Towards National Quality Standard The service receives a rating of Working Towards
National Quality Standard for one or more Quality
Areas (but does not receive any rating of
Significant improvement required).
Meeting National Quality Standard The service receives a rating of at least Meeting
National Quality Standard in each Quality Area. It
may receive a rating of Exceeding National Quality
Standard in one or more Quality Areas, but not
satisfy the requirements for Exceeding National
Quality Standard.
Exceeding National Quality Standard The service meets all Standards and receives an
Exceeding National Quality Standard rating in at
least four Quality Areas, including at least two of
the following areas:
Educational program and practice
Relationships with children
Collaborative partnerships with families and
communities
Leadership and service management.
A service that provides education and care to
children of preschool age may only be given a
rating of Exceeding National Quality Standard for
Quality Area 1 (Educational program and practice)
if the service:
provides a preschool program, or
has a documented arrangement with another
approved service to provide a preschool
program and informs parents of this
arrangement.
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In assessing an approved service against the National Quality Standard, the regulatory
authority must:
consider the services current Quality Improvement Plan
consider the services rating assessment history
consider the services compliance history (including the period of three years prior
to 1 January 2012)
arrange a site visit by an authorised officer to a centre-based service or one or more
family day care residences or approved venues.
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* Note that the timeframes given in the table are guidelines only.
Once the report is finalised and received by the approved provider, the 14 day period in which a
review can be requested commences. If the notice is sent electronically, the 14 days run from
the day that it is sent. If posted, the 14 days run from the fourth day after the notice of ratings
was posted.
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A regulatory authority may reassess and re-rate an approved service at any time.
An approved provider may also apply in writing to the regulatory authority for a reassessment
and re-rating. The approved provider must pay the relevant fee. The National Law permits an
application for reassessment to be made only once every two years
For example, an approved provider may have implemented changes since the last rating was
determined and want the opportunity to have an approved service reassessed.
An approved provider may request a review of a rating determined for an approved service.
The request must be made in writing to the regulatory authority within 14 days after the
approved provider receives the rating notice. The request must set out the grounds on which
a review is sought and be accompanied by the required information set out in the National
Regulations.
The person conducting the review may request further information from the Approved
Provider or anyone involved in the original assessment.
Following the review, the regulatory authority may confirm or amend the rating levels
(by Quality Area or overall rating or both) and must give the approved provider notice in
writing of the outcome of the review (including any revised rating levels) and the reasons
for the decision made, within 30 days.
If no application is made for further review within 14 days of internal review decision,
the rating levels set out in the notice may be published.
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An approved provider may apply to ACECQA for a further review of a rating determined for an
approved service. An application for further review can only be made on the grounds that the
regulatory authority did not appropriately conduct the assessment processes for determining
a rating level, or failed to take into account or give sufficient weight to special circumstances
or facts existing at the time of the rating assessment.
An application for further review must be made within 14 days after the decision of the
regulatory authoritys internal review is received by the approved provider. The ACECQA
Board will establish a Ratings Review Panel to conduct the review. The Ratings Review Panel
will consist of up to three members appointed by the ACECQA Board who have expert
knowledge in one or more of the following areas:
early learning and development research or practice
law
the assessment of quality in education and care services or other relevant services
best practice regulation.
The Ratings Review Panel must make a decision within 60 days to confirm or amend the rating
levels (by Quality Area or overall rating or both). The panel must give the approved provider
notice in writing of its decision and the reasons for the decision within 14 days.
A rating level confirmed or amended after a further review will be published.
Where an approved service has received an overall rating of Exceeding National Quality
Standard, the approved provider may apply to ACECQA to be assessed for the Excellent rating.
The application must be in writing and the approved provider must pay the relevant fee.
The ACECQA Board will assess the service against the published criteria. ACECQA must seek
and take into account advice from the relevant regulatory authority and may seek any other
relevant information to carry out the assessment.
See Part 6.1 National Authority and regulatory authorities for more information about the role of
ACECQA and its Board.
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The ACECQA Board must make a decision within 60 days after receiving the application, or
the further information requested. This period can be extended by up to 30 days if additional
information is required, or otherwise by agreement between the approved provider and the
ACECQA Board.
The ACECQA Board must notify the approved provider and the regulatory authority of its
decision within 14 days of making the decision.
If ACECQA awards the Excellent rating, that rating applies to the approved service for three
years, unless revoked.
ACECQA may reassess an education and care service against the criteria of the Excellent rating
at any time. The Excellent rating must be revoked if the approved service no longer meets the
published criteria, or if the services overall rating is no longer Exceeding National Quality
Standard.
It is an offence for an approved provider to falsely represent the overall rating or rating of a
Quality Area in the National Quality Standard.
The approved provider must also take reasonable steps to ensure that neither its employees
nor anyone engaged by the service falsely represents the overall rating or rating of a Quality
Area in the National Quality Standard.
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Standard 1.1 An approved learning framework informs the development of a curriculum that
enhances each childs learning and development.
Element 1.1.2 Each childs current knowledge, ideas, culture, abilities and
interests are the foundation of the program.
Element 1.1.4 The documentation about each childs program and progress is
available to families.
Element 1.1.6 Each childs agency is promoted, enabling them to make choices
and decisions and influence events and their world.
Standard 1.2 Educators and co-ordinators are focused, active and reflective in designing and
delivering the program for each child.
Element 1.2.2 Educators respond to childrens ideas and play and use intentional
teaching to scaffold and extend each childs learning.
Educational program
The National Law and National Regulations require an approved service to provide a program
that is:
based on an approved learning framework
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For children who are preschool age and under, this documentation should include:
assessments of the childs development needs, interests, experiences and participation
in the educational program
assessments of the childs progress against the learning outcomes of the educational
program.
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The Early Years Learning Framework says that Childrens learning is ongoing and each child will
progress towards the outcomes in different and equally meaningful ways ( page 40).
The Educators Guide to the Early Years Learning Framework (pages 4041) provides further
information about assessment for learning.
For children who are over preschool age, this documentation should focus on evaluations of the
childs wellbeing, development and learning within the educational program.
Consideration should also be given to the period of time a child is educated and cared for by the
service (for example, full-time or part-time attendance), how the documentation will be used by
the educators and ensuring the documents are easily understandable by parents of the child.
Some services may choose to produce portfolios or learning journals as a way of documenting
assessment and progress towards learning outcomes. If so, these must include an analysis of
childrens learning to meet the requirements of the National Regulations.
Information about the educational program must be displayed at the service in a place that is
easily accessible to parents. For a family day care service, the program must be available at
each family day care residence or venue.
The following information must be given to a childs parents when requested:
the content and operation of the educational program as it relates to that child
information about that childs participation in the program
a copy of assessments or evaluations in relation to that child.
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Element 2.1.2 Each childs comfort is provided for and there are appropriate
opportunities to meet each childs need for sleep, rest and
relaxation.
Element 2.1.4 Steps are taken to control the spread of infectious diseases and to
manage injuries and illness, in accordance with recognised
guidelines.
Standard 2.2 Healthy eating and physical activity are embedded in the program for children.
Element 2.2.1 Healthy eating is promoted and food and drinks provided by the
service are nutritious and appropriate for each child.
Element 2.3.2 Every reasonable precaution is taken to protect children from harm
and any hazard likely to cause injury.
Element 2.3.4 Educators, co-ordinators and staff members are aware of their
roles and responsibilities to respond to every child at risk of abuse
or neglect.
See also Part 4.7: Leadership and service management in relation to policies and procedures about
health and safety.
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To minimise risks to children, an education and care service or a family day care educator must
implement:
adequate health and hygiene practices
safe practices for handling, preparing and storing food.
The service must also ensure that policies and procedures are in place about these practices.
Centre-based services that prepare and serve food may be required in some jurisdictions to register
as a food business or comply with food safety legislation in each state and territory.
Educators should be particularly aware of safety standards for storing and reheating food brought
in from home.
The National Health and Medical Research Council (NHMRC) publication, Staying Healthy:
Preventing infectious diseases in early childhood education and care services provides further
information on recommended health and hygiene practices.
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While attending an approved service, children must have access to safe drinking water at all
times, and have food and drinks available throughout the day.
If an approved service provides food and drinks, the food and drinks must be nutritious and
adequate in quantity, and take into account dietary requirements appropriate to each childs
growth and development needs, and any specific cultural, religious or health requirements.
An accurate weekly menu must be displayed at the approved services premises. Policies and
procedures about nutrition, food and beverages, and dietary requirements must also be in
place for the service.
It is common practice for education and care services to offer morning tea, lunch and afternoon tea.
Services may also consider having a breakfast option available for children who have not already
eaten before their arrival.
If the menu changes (for example, due to the unavailability of certain ingredients), parents should
be informed of the substitute menu item offered to their child. This is sometimes done through a
note on a whiteboard, daily journal or communication book.
Food and drinks provided should be consistent with recommendations of the Australian Government
Healthy Eating and Physical Activity Guidelines for Early Childhood Settings and/or the Dietary
Guidelines for Children and Adolescents in Australia.
Regulations 79 and 80 do not apply to food and beverages provided by a parent or family member
for consumption by their child. However, services where children bring their own food and
beverages could promote healthy choices through strategies such as information pamphlets
from recognised nutrition authorities.
An approved service must take reasonable steps to ensure that childrens needs for sleep and
rest are met, having regard to each childs age, development and needs.
Consideration should also be given to the hygienic handling of linen used in the provision of sleep
and rest (including cushion covers). See Part 4.3 under Laundry and hygiene facilities
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While many services implement planned rest periods for young children, routines and
environments should also be flexible enough to support children who do not require a sleep and
those who seek rest and relaxation throughout the day.
An approved service (including centre-based and family day care services) must ensure the
environment is free from the use of tobacco, illicit drugs and alcohol.
Exposure to tobacco smoke poses major health risks for both children and adults. In family
day care where the service is also a family home, strategies should be developed to ensure that
the educators home is a safe place for children, while recognising the rights of the educators
family. For example, educators might suggest a space outside the premises where other household
members and visitors may smoke. If tobacco is smoked in the family day care residence when the
service is not operating, consideration should be given to issues such as ventilation, hygiene and
safe storage of items including ashtrays and cigarette lighters.
Educators, staff and volunteers must not consume alcohol or be affected by alcohol or drugs
(including prescription medications) that may impair their capacity to provide education and
care to children at the approved service. This does not mean that educators, staff or volunteers
who require prescription medication must be excluded, but rather that consideration be given
as to whether that medication affects the persons capacity to provide education and care
to children.
The services Code of Conduct might include detail about this topic.
Child protection
The approved provider must ensure that all educators and staff at the service who work
with children are aware of the current child protection law in the providers jurisdiction
and understand their obligations under that law.
It is also an offence under the National Law to subject a child being educated and cared for by
an approved service to any form of corporal punishment, or any discipline that is unreasonable
in the circumstances.
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The service must ensure there are policies and procedures in place in relation to providing
a child safe environment.
An approved service must have in place policies and procedures in the event that a child is
injured, becomes ill, or suffers a trauma. These procedures should be followed and must include
the requirement that a parent be notified, as soon as possible and within 24 hours, in the event
of an incident, injury, illness or trauma relating to their child (including the death of a child).
The National Regulations require that an incident, injury, trauma and illness record be kept,
and that the record be accurate and remain confidentially stored until the child is 25 years old.
Information should be recorded as soon as possible, and within 24 hours after the incident,
injury, trauma or illness. A sample Incident, injury, trauma and illness record is included on
page 164. This may be adapted for use by individual services, or providers may develop their own.
Serious incidents
The National Law requires the regulatory authority to be notified of any serious incident
at an approved service. A serious incident means:
the death of a child while attending a service, or following an incident while attending
a service.
any incident involving serious injury, trauma or illness of a child while being educated
and cared for at an education and care service which a reasonable person would consider
required urgent medical attention from a registered medical practitioner, or for which the
child attended or ought reasonably to have attended a hospital. This might include,
for example, whooping cough, a broken limb or an anaphylactic reaction.
an incident at the service premises where the attendance of emergency services was
sought, or should have been sought.
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if a child:
appears to be missing or cannot be accounted for
appears to have been taken or removed from the service premises in a way that breaches
the National Regulations, or
is mistakenly locked in or locked out of any part of the service premises.
A serious incident should be documented as an incident, injury, trauma and illness record as
soon as possible and within 24 hours of the incident. Further information on notifications is
included on page 113.
Infectious diseases
An approved service must take reasonable steps to prevent the spread of infectious diseases at
the service, and ensure that the parent or emergency contact of each child enrolled at the
service is notified of the occurrence of an infectious disease as soon as possible. The service
must have policies and procedures in place about dealing with infectious diseases.
For family day care services, the service need only notify the parents of children being educated
and cared for at the residence or venue where there is an occurrence of an infectious disease.
The National Health and Medical Research Council (NHMRC) publication, Staying Healthy:
Preventing infectious diseases in early childhood education and care services provides detailed
information on infections and diseases which are required to be notified to the local public health
department. It also provides information about exclusion periods for infectious diseases.
Notifying all families of the occurrence of an infectious disease should be done in a manner that is
not prejudicial to the rights of any child or staff member. For example, There is a case of chicken pox
in the toddler room rather than John has chicken pox. This might be done through a notice at the
entrance to the service.
Cases of some infectious diseases are required to be notified to the local public health department.
Public health staff can provide valuable advice, support and resources to help manage outbreaks of
illness, such as diarrhoea. Services should also notify families of exclusion periods for infectious
conditions, such as in a policy document, through a poster displayed in the centre or in a family
handbook.
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A centre-based service must provide an appropriate number of suitable first aid kits that are
easily recognisable and readily accessible to adults. The service must have policies and
procedures about the administration of first aid to children being educated and cared for by the
service.
A family day care educator must provide a suitable first aid kit at the residence or family day
care venue that is easily recognisable and readily accessible to adults.
First aid kits should also be taken when leaving the service premises for excursions, routine
outings or emergency evacuations.
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A belt bag is one way of taking a modified first aid kit on an excursion or to the outdoor play space.
First aid kit suppliers might advise about the contents of first aid kits. Kits should be checked
regularly to ensure they are fully stocked, and no products have expired. For example, a service
might keep a checklist of the contents inside each first aid kit, and initial the list each time the
contents are checked.
When determining how many first aid kits are appropriate, the service should consider the number
of children in attendance as well as the proximity of rooms to each other and the distances from
outdoor spaces to the nearest first aid kit. For example, larger services may require a kit in each
room or outside space, whereas a kit between two rooms might be appropriate in a smaller service
with adjoining rooms.
Services might use data gathered from their incident, injury, trauma and illness records to
determine the appropriate locations and contents for their first aid kits. First aid training providers
may also be able to provide guidance.
Medical conditions
An approved service must have a policy for managing medical conditions which sets out
practices in relation to the following:
the management of medical conditions
if a child enrolled has a specific health care need, allergy or relevant medical condition,
procedures requiring parents to provide a medical management plan
requiring the development of a risk minimisation plan in consultation with the childs parents
requiring the development of a communications plan for staff members and parents.
Medical conditions that must be outlined in the service policy include asthma, diabetes, or a
diagnosis that a child is at risk of anaphylaxis.
Staff members and volunteers must be informed about the practices to be followed.
If a child enrolled at the service has a specific health care need, allergy or other relevant
medical condition, parents must be provided with a copy of the policy. Where a child has been
diagnosed as at risk of anaphylaxis, a notice stating this must be displayed at the service.
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Administration of medication
In the case of a family day care service, or a service that is permitted to have only one educator,
a second person is not required to check the dosage and witness the administration of the
medication.
The National Regulations set out requirements for confidentiality and the storage of medication
records.
A sample Medication record template is included on page 167. This may be adapted for use by
individual services, or providers may develop their own.
A child over preschool age may self-administer medication under the following circumstances:
written authorisation is provided by a person with the authority to consent to the
administration of medication
the medical conditions policy of the service includes practices for self-administration of
medication.
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Adequate supervision
All children must be adequately supervised at all times that the children are being educated
and cared for at the approved service.
The regulatory authority must be notified within 24 hours if a child:
appears to be missing or cannot be accounted for
appears to have been taken or removed from the service premises in a way that breaches
the National Regulations, or
is mistakenly locked in or locked out of the education and care service premises.
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End-of-day procedures
Services should consider how children are grouped at the end of the day. Staff must ensure that
end-of-day duties, such as cleaning and securing premises, do not compromise adequate
supervision of children. Services should develop a combination of systems which show when each
child is absent, is in attendance or has left for the day. For example, in a long day care service there
might be a magnetic board in each room indicating each childs presence or absence, which is
updated upon the childs arrival and departure. This might be used in combination with sign in/out
records. Before closing a centre-based service, educators should look for visual cues that a child
may still be on the premises (for example, a backpack left on a hook) and physically check each
area, including sleeping areas, to ensure no child is accidently locked inside.
Excursions
Undertaking a risk assessment is part of planning a routine outing or excursion. The risk
assessment will need to take into account the levels of supervision and number of adults
needed for the entire time the children are out of the service premises, residence or venue.
Volunteers, such as parent helpers, may assist to provide additional supervision. Services
might consider how attendance numbers will be verified at certain times during the excursion,
such as when leaving the venue or travelling on public transport. Strategies that might be
used include head counts, or allocating a group of children to a particular adult or educator.
For more information about requirements relating to excursions, see page 70.
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Sleeping children
When considering the supervision requirements of sleeping children, an assessment of each childs
circumstance and needs should be undertaken to determine any risk factors. For example, because
a higher risk may be associated with small babies or children with colds or chronic lung disorders,
they might require a higher level of supervision while sleeping.
Sleeping children should always be within sight and hearing distance so that educators can assess
the childs breathing and colour of their skin to ensure their safety and wellbeing. Rooms that are
very dark and have music playing may not provide adequate supervision of sleeping children.
Supervision windows should be kept clear and not painted over or covered with curtains or posters.
For further advice on safe sleeping practices, contact SIDS and Kids
http://www.sidsandkids.org/
Nappy change
Nappy changing and toileting routines are also valuable opportunities to promote childrens
learning, meet individual needs and to develop strong relationships with children. Having their
needs met in a caring and responsive way builds childrens sense of trust and securitywhich
relates strongly to the Early Years Learning Framework.
An approved provider must ensure that every reasonable precaution is taken to protect children
from harm and from any hazard likely to cause injury. The service must have policies and
procedures in place to support the protection of children from harm and hazards, including
health and safety matters.
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Some family day care residences or venues may have licensed firearms on the premises, particularly
in rural areas. Firearm owners must comply with the firearms law in their state or territory. Each
state and territory has their own firearms registry administered by their police force, and can offer
advice about licensing, permits and storage requirements.
Emergency procedures
An approved service is required to have policies and procedures which set out instructions
for what must be done in an emergency and to have an emergency and evacuation floor plan.
The policies and procedures must be based on a risk assessment that identifies potential
emergencies relevant to the service.
The emergency and evacuation floor plan, and instructions should be displayed in a prominent
position near each exit at the service premises, including a family day care residence or
approved venue.
For centre-based services, the approved provider must ensure that emergency and evacuation
procedures are rehearsed every three months by the staff members, volunteers and children
present at the service on the day of the rehearsal. The responsible person present at the time
must also participate in the rehearsal.
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For family day care services, the approved provider must ensure each family day care educator
rehearses every three months with the children present on that day.
The rehearsals must be documented, such as on a proforma, or noted in a centre diary or
communications book.
In this section, emergency refers to all situations or events posing an imminent or severe risk to
those present in an education and care service premises.
For example, an emergency could include a fire, flood or situation that requires a service to be
locked down.
Documenting the rehearsal allows the approved service to reflect on its procedures and determine
necessary adjustments. Records can show who has been involved in emergency rehearsals, and
can assist in ensuring that everyone participates regularly.
Rehearsals should take place at various times of the day and week.
Services may need to seek advice from their local fire brigade in regard to fire regulations for
emergency exits.
Approved services for children over preschool age should plan rehearsals to cover before and after
school sessions, and vacation care.
An approved service is required to have ready access to an operating telephone or other similar
means of communication, to communicate immediately with emergency services or parents of
children attending or to receive calls.
This includes when children leave the premises, such as on an excursion or a routine walk to the
local park.
The readily-accessible telephone might be a landline, or mobile phone that is charged and turned
on. Similar means of communication that allow immediate contact to be made would satisfy this
requirement, such as a satellite telephone or two-way radio.
Telephone numbers of emergency services should be displayed near each phone.
Telephones should be located where educators can easily access them without leaving children
unsupervised. If this is a mobile phone, it must be capable of making and receiving calls that is
not locked for outgoing calls or out of credit.
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Collection of children
A child may only leave the education and care service premises under any of the following
circumstances:
a parent or authorised nominee collects the child
a parent or authorised nominee provides written authorisation for the child to leave
the premises
a parent or authorised nominee provides written authorisation for the child to attend
an excursion
the child requires medical, hospital or ambulance treatment, or there is another emergency.
In this regulation, the term parent does not include a parent who is prohibited by a court order
from having contact with the child.
If a child at the service appears to be missing or cannot be accounted for, or appears to have
been taken or removed from the service premises in a way that breaches the National
Regulations, it is considered a serious incident and the regulatory authority must be notified
with 24 hours of the incident.
The National Regulations require childrens attendance records to be kept.
This regulation does not preclude an approved provider from restricting the persons that may be
nominated to collect a child. For example, an approved service may take a policy position to not
allow children to be collected by a person under the age of 16 years. This should be documented in
the services policy about collection of children required under regulation 168(f).
Excursions
A risk assessment must be carried out for an excursion before permission is sought. The risk
assessment must identify and assess risks that the excursion may pose to the safety, health or
wellbeing of any child being taken on the excursion, and detail strategies for minimising and
managing those risks. The risk assessment must consider:
the proposed route and destination for the excursion
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any water hazards and risks associated with water based activities
the method of transport
the number of adults and children involved in the excursion
given the risk/s posed, the number of educators or other responsible adults that is
appropriate to provide supervision and whether any specialised skills are required to ensure
childrens safety
the proposed activities
the likely length of time of the excursion
the items that should be taken on the excursion.
A visit to the proposed excursion destination will assist in conducting a risk assessment. During a
site visit information can be gathered about the availability of toilets, hand washing, drinking and
shade facilities at the destination and details can be checked such as mobile phone coverage and
access for emergency services.
A centre-based service approval states the maximum number of children that may be educated
and cared for at any one time, and there is a requirement to ensure this number is not exceeded
(except for children being educated and cared for in an emergency under regulation 123). This
also applies during excursions. Children are considered as being educated and cared for by a
service if they are enrolled at the service and have been signed in.
While an increased educator to child ratio for excursions is not specified in the National Regulations,
there is a requirement to adequately supervise children at all times. A thorough risk assessment
should determine whether minimum ratios are sufficient to provide adequate supervision while
attending an excursion.
When a service is provided at a school site, it is not considered an excursion if the child or
children leave the education and care premises accompanied by an educator but do not leave
the school site. For example, if a preschool group visits the library within their school site, it is
not considered an excursion or regular outing.
If the excursion is a regular outing and a risk assessment has previously been conducted, a
further risk assessment is not required unless the circumstances of the outing have changed.
A sample Excursion risk assessment template is included on page 168. This may be adapted
for use by individual services, or providers may develop their own.
A written authorisation must be given by a parent or other person with authority for an
excursion, before a child leaves the approved service (including a family day care residence or
venue). The authorisation must contain the information prescribed in the National Regulations.
For a regular outing, authorisation is only required to be obtained once every 12 months.
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Standard 3.1 The design and location of the premises are appropriate for the operation of a
service.
Element 3.1.2 Premises, furniture and equipment are safe, clean and well
maintained.
Element 3.2.1 Outdoor and indoor spaces are designed and organised to engage
every child in quality experiences in both built and natural
environments.
Standard 3.3 The service takes an active role in caring for its environment and contributes to a
sustainable future.
For a centre-based service, an education and care service premises is each place at which an
education and care service operates.
For a family day care service, an education and care service premises includes an office of the
service, an approved family day care venue, and any part of a residence used to provide education
and care to children as part of the service.
Residence means the habitable areas of a dwelling.
This section sets out the minimum requirements for the physical environment of an approved
service, which plays a key role in supporting and extending childrens development and learning.
An approved service, including furniture and equipment, must be maintained in a safe and
clean manner and kept in good repair. This requirement only applies to that part of a family day
care residence that is used to provide education and care.
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It is important to remember that the design and layout of an early childhood education and care
environment can have a significant impact on the delivery of education and care programs and
practices and on issues such as supervision, ease of access to materials and resources. When
making decisions about the design, construction or renovation of facilities, consideration should be
given to how the premises will contribute to meeting all seven of the Quality Areas outlined in the
National Quality Standard.
Approved providers may apply for temporary or service waivers to particular physical
requirements. See regulations 42 to 45.
Approved providers should be aware that they may be required to meet other legislative
provisions in relation to their service premises, including the Building Code of Australia.
Fencing requirements do not apply to centre-based services or family day care residences or
venues that primarily provide education and care to children over preschool age.
The Building Code of Australia sets requirements for physical facilities in new education and care
buildings, including, for example, the height of fences.
Any outdoor space used by children at an education and care service premises must be
enclosed by a fence or barrier that is of such a height and design that children of preschool age
and under, cannot go through, over or under it.
Services should also consider the placement of outdoor play equipment or permanent structures
(such as a shed) in relation to the fence or barrier, noting that some equipment may provide
potential footholds to scale a fence.
Where possible, fencing should be designed to allow children to view the outside world. This
enables children to make connections with the activities of their local community. It also supports
the development of long-range vision. The construction of the fence should be appropriate to any
additional safety concerns.
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An approved provider must ensure that each child at an approved service has access to
sufficient furniture, materials and developmentally appropriate equipment.
The range of resources available should allow children to represent their thinking, express their
creativity and imagination, engage in energetic activities, explore mathematical and scientific
concepts, experiment with different technologies, and participate in everyday tasks.
An approved service must have laundry facilities on the premises or access to laundry facilities
(or other arrangements) for dealing with soiled clothing, including access to hygienic facilities
for storage prior to laundering or disposal.
For example, services that do not have a laundry on site may make arrangements for laundering
off site.
Laundry or hygienic facilities on premises must be located and maintained in a way that does not
pose a risk to children. If laundry facilities are located in areas which children can access, particular
consideration must be given to storage of hazardous materials and adequate supervision.
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Childrens linen might be hygienically stored in labelled, individual drawstring bags. Used linen
should not be stored in a way that allows it to touch clean linen or other childrens linen.
Some centre-based services have laundry facilities located within nappy change areas. Services
should ensure that chemicals and soiled clothing, nappies and linen are stored where children
cannot access them. This also applies to laundries in a family day care residence which may be a
thoroughfare to the backyard.
Note: this regulation only applies to centre-based services and family day care venues.
Education and care service premises must have at least 3.25 square metres of unencumbered
indoor space for each child being educated and cared for at the service. This does not include
children being educated and cared for in an emergency under regulation 123(5).
Areas such as passageways, bathrooms and nappy change areas, food preparation areas,
space set aside for the use or storage of cots, staff or administrative rooms, storage areas and
any space not suitable for children are not counted as unencumbered play space. The area of a
kitchen is not counted as unencumbered space unless it is primarily used by children as part of
the program.
This facilitates a safe environment free from overcrowding, and reduces the likelihood of health
risks associated with cramped and confined spaces.
Furniture in home corners, mobile open shelving offering toys and equipment directly to children,
and chairs and tables are not considered to encumber the play space, as they are an integral part
of childrens play area and are moveable.
The area of a verandah may be included in calculating the area of indoor space only with written
approval of the regulatory authority. This may be considered if the verandah meets the purpose
of indoor play spacefor example, it has a solid roof and floor, is protected from sun and rain
and is attached to the indoor space. A verandah included in the indoor space calculations
cannot also be included in the outdoor space calculationsthat is, it cannot be counted twice.
The area of indoor space must be exclusively available to the service during the time it is
operating. For example, a library or hall that is available to an outside school hours care service
on an ad hoc basis cannot be counted as part of the indoor space.
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Note: This regulation only applies to centre-based services and family day care venues.
An education and care service premises must have at least 7 square metres of unencumbered
outdoor space for each child being educated and cared for at the service. This does not include
children being educated and cared for in an emergency under regulation 123(5).
Areas such as thoroughfares, car parks and storage sheds are not counted as outdoor play space.
The area of a verandah is included in calculating the area of outdoor space. A verandah included
in the outdoor space calculations cannot also be included in the indoor space calculationsthat
is, it cannot be counted twice.
For services that provide care and education to children over preschool age, an area of indoor
space may be included in calculating the available outdoor space with the written approval of
the regulatory authority, provided it has not already been used in calculating the indoor space.
For example, a school hall or gymnasium may be considered suitable for use by school age children
where sufficient outdoor space is not available or convenient.
Regulation 108 refers only to the minimum requirements for area of outdoor space in a centre-
based service. However, approved providers might also consider that the outdoor environment
should be a place not only for children to release energy and engage in physical activity, but
also for exploration, problem solving and creative expression. As far as possible, it is suggested
that outdoor areas should include a variety of area surfaces such as sand, grass, mounds, flat
areas and hard surfaces.
The Early Years Learning Framework states that The outdoor space is of equal importance as the
indoor space in providing engaging experiences for children. Outdoor learning spaces are a feature
of Australian learning environments, and offer a vast array of possibilities not available indoors
(page 15).
Outdoor environments should offer opportunities for learning through play, access to materials that
stimulate investigation and reflection, as well as be enriched by natural resources and opportunities
for children to connect with nature.
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It is important to consider the age and number of children who will require access to the bathroom
facilities and whether there are sufficient toilets and hand basins to ensure minimal delay for
children requiring their use.
In a centre-based service, a practical layout of door openings and hand-drying facilities is important
to avoid messy and hazardous situations. Generally, fixtures and joinery (for example, taps) should
allow for easy access and use by children.
Services that cater for school age children also need to provide facilities for disposal of sanitary
items.
In a family day care home, there should be appropriate facilities in place to support childrens access
to toilet and hand-washing facilities, for example stable steps.
Consideration should also be given to appropriate facilities for children with additional needs.
As a guide, centre-based services might have at least one junior toilet pan and hand basin for
every 15 children who are preschool age or under.
Also refer to the Building Code of Australia for requirements for new buildings in relation to
number and size of toilet pans and hand basins.
Facilities should be able to be conveniently accessed by children from both the indoor and outdoor
spaces of the education and care service premises.
Convenient access means that adequate supervision is able to be maintained while children
access the facilities with a level of independence that is appropriate for their stage of development.
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Flat skylights may be used to provide natural light. Domed skylights are not recommended in play
rooms or sleep rooms as they concentrate sunlight and glare, which is reflected into the room.
Exposure to the changing natural light during the day has positive benefits for both adults and
children. Rooms used by children should have windows on external walls that allow the direct
transmission of natural light.
Ventilation in education and care services helps to reduce the spread of infection and control the
circulation of unpleasant odours. Good ventilation also assists in providing a comfortable
environment. Ventilation is important in cot rooms and bathrooms as well as main play rooms.
Natural ventilation might be provided by open windows and doors. If natural ventilation is not
possible, the indoor space might be ventilated through the use of an air-conditioning system.
Administrative space
It is also ideal to provide facilities for the respite of educators, other staff and volunteers.
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Note: This regulation applies to centre-based services that educate and care for children who
wear nappies.
The service must ensure that adequate and appropriate hygienic facilities are provided for
nappy changing, including adult hand washing facilities within the nappy change area.
If any of the children are under 3 years of age, there must be at least one properly constructed
nappy changing bench.
Nappy change facilities must be designed and located in a way that prevents unsupervised
access by children. A half door or child-proof gate might assist to meet this requirement.
The adequacy of the nappy change facilities is determined by whether the facilities are sufficient to
meet the needs of all children being educated and cared for at the service.
To promote childrens hand hygiene practices, the provider of a centre-based service might also
consider locating a childrens hand washing basin within the nappy change area.
Nappy change facilities must be designed and located in a way that prevents unsupervised access
by children. A half door or child-proof gate might assist to meet this requirement.
Also refer to the Building Code of Australia for requirements relating to nappy change
benches and bathing facilities.
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Outdoor spaceshade
Sun exposure can pose significant health risks for children, including sunburn, dehydration, eye
damage and skin cancer. The need to provide adequate shade must also be balanced with the
benefits of exposure to sunlight, which assists the body to produce vitamin D which is important for
healthy bone development and maintenance.
The Cancer Council can provide advice specific to each jurisdiction about natural and constructed
shade options, and recommended sun protection policies and practices.
Shaded areas may be provided by large trees, heavy shade cloth or a solid roof. Consideration should
be given to ensure there is enough shade over areas for both active and passive outdoor play.
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All approved services, including family day care services, are also required to have a sun
protection policy.
Also refer to the Building Code of Australia for requirements for new buildings in relation to
visibility of childrens bathrooms.
Safety underpins the requirement that educators can observe and supervise young children using
toilets. Visibility into childrens bathrooms allows educators to monitor and assist young children
where appropriate. Educators may need to position themselves in such a way as to increase their
ability to provide adequate supervision. Design elements such as viewing windows may be used.
Low, open toilet partitions in bathrooms used by young children will provide a degree of privacy
while allowing for visual supervision. A nappy change facility should allow an educator to also have
visibility of the play room.
The design of childrens play rooms should promote effective supervision and interaction.
Consideration should be given to the height and placement of furniture to provide a variety of
spaces that are visible to educators. However, private spaces for children can also be created that
are appropriate to the level of close supervision required.
In services that educate and care for children over preschool age, it is not intended that educators
must be able to view children while they are in the toilet. However, it is important that educators
consider the location of their bathroom facilities when planning for supervision. Some outside
school hours care services implement a toilet pass system to monitor school age childrens access
to bathrooms.
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The approved provider may also consider the following if there is a firearm at the residence or
venue:
that the firearm does not pose a threat to the health, safety or wellbeing of children
a valid firearm licence or permit is held
the firearm and ammunition are stored separately from each other
the firearm and ammunition are securely stored away and out of reach of children
the firearm is not used in the presence of children.
The Kidsafe Family Day Care Safety Guidelines has a Hazard Reduction Checklist which includes
references to firearms.
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Each family day care educator must advise the approved provider of:
any proposed renovations to their residence or venue
any changes in their residence or venue that may affect the matters considered as part
of the assessment of the premisesfor example, acquiring a pet
any other changes to the residence or venue that will affect the education and care provided
to children as part of the family day care service.
Glass
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Family day care services should consider placing easy-to-see stickers at adult and child height on
glass panels or doors, and ensure that glass areas are well lit. For more information on safety in the
family day care home, see Kidsafes Family Day Care Safety Guidelines, or contact Kidsafe in each
state or territory.
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Standard 4.1 Staffing arrangements enhance childrens learning and development and ensure
their safety and wellbeing.
Standard 4.2 Educators, co-ordinators and staff members are respectful and ethical.
National Law: Sections 162 (centre-based service), 164 (family day care service), 172
National Regulations: Regulation 173
A centre-based service must have at least one of the following people present at the service
at all times the service is educating and caring for children:
the approved provider, or
the nominated supervisor, or
a certified supervisor placed in day to day charge.
This person is sometimes referred to as the responsible person for the service. The name and
position of the responsible person must be clearly visible to anyone from the main entrance of
the centre-based education and care service premises.
For a family day care service, either the approved provider, the nominated supervisor, or a
certified supervisor placed in day to day charge must be available to provide support to family
day care educators at all times the service is educating and caring for children. Being available
includes being available by telephone.
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Given that the responsible person may change throughout the day (for example, at a changeover of
shifts), this requirement might be met on a whiteboard or interchangeable nameplate in the
entrance.
On 1 November 2016 the National Regulations were amended to expand the classes of people who
may be covered by a prescribed class supervisor certificate. This change applies in all states and
territories apart from Western Australia.
The new prescribed classes are set out at regulation 238A, and include a person who is:
responsible for the day to day management of the service, or
exercising supervisory and leadership responsibilities for part of the service, or
a family day care co-ordinator
Certificates issued for people working in one of these roles are referred to as service supervisor
certificates.
Service supervisor certificates will not be issued to a particular person. Instead they may apply to
any person working at the service who has been identified by the approved provider within the
service as working in one of the above roles.
With this new flexibility, most individuals do not need to apply to the regulatory authority for a
supervisor certificate.
See Part 2.4 Supervisor Certificates for more information on these new arrangements.
Nominated supervisor
Approved providers must not operate a service unless there is a nominated supervisor for the
approved service. A nominated supervisor is a person who is a certified supervisor, has been
nominated by the approved provider and has consented to that nomination.
See also Part 2.3: supervisor certificates. See page 100 for information about the staff record.
Prescribed information about the nominated supervisor must be kept in the staff record.
The approved provider must notify the regulatory authority if the nominated supervisor
for the service changes.
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Being appointed as the nominated supervisor does not mean that the person must be in
attendance at the approved service at all times. When the nominated supervisor is absent from
the service, a person with an individual or prescribed class supervisor certificate can be placed
in charge.
Educational leader
An educator, co-ordinator or other individual who is suitably qualified and experienced must be
appointed to lead the development and implementation of the educational program (or
curriculum) in the service. This person may have suitable qualifications and experience, as well
as a thorough understanding of the Early Years Learning Framework and/or the Framework for
School Age Care (or other approved learning framework) to be able to guide other educators in
their planning and reflection, and mentor colleagues in their implementation practices.
See Chapter 7: Transitional and saving provisions for details of declared approved learning
frameworks as outlined in regulation 248.
The educational leader might be a nominated supervisor (who has suitable experience and
qualifications), an early childhood teacher, a manager or a diploma qualified educator within the
service. The regulations do not specify a minimum qualification or the number of hours the
educational leader should work, or whether this person must work directly with children. The
approved provider should select the person most suited for this role in the service after considering
the suitability of qualifications and experience of educators in the service.
The National Regulations require the approved provider to appoint the educational leader in
writing, and note this designation in the staff record of the service.
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As part of continuous improvement, the educational leader should consider what strategies are
needed to improve the educational program in the approved service. Strategies might include:
leading and being part of reflective practice discussions about practice and implementing the
learning framework
mentoring other educators by leading quality practice
discussing routines and how to make them more effective learning experiences
observing children and educator interactions, and making suggestions on how to improve
interactions and intentional teaching
talking to parents about the educational program
working with other early childhood professionals such maternal and child health nurses and early
childhood intervention specialists
considering how the program can be linked to the community by working with other community
services such as Aboriginal Elders
establishing systems across the service to ensure there is continuity of learning when children
change room or attend other services, and then in their transition to school
assisting with documenting childrens learning and how these assessments can inform curriculum
decision making.
A family day care educator and family day care assistant must be at least 18 years old.
An educator who is under the age of 18 years may work at a centre-based service, provided that
the person does not work alone and is adequately supervised at all times by an educator who is
over the age of 18 years.
A person who is under 18 years of age cannot be a certified supervisor.
It is important to ensure that all children are educated and cared for by educators that have the
experience, judgment and maturity to deal with situations that may arise at a service.
It is also important to provide effective transitions from school to work for young people, especially
given the responsibilities involved in educating and caring for children. In the interests of the
children, their families, and the young people entering the workforce and their employers, it is
appropriate for the transition to occur within a structured and supported work environment.
Educator-to-child ratios
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The National Law and National Regulations require that services maintain the required
educator-to-child ratios at all times based on the ages and number of children being educated
and cared for at the service. When calculating educator-to-child ratios only those educators
working directly with children can be counted.
Working directly with children means an educator is physically present with the children and is
directly engaged in providing education and care to the children.
An educator cannot be included in calculating the educator-to-child ratio unless they are working
directly with children.
Centre-based services
New national ratios have been set to apply from 2016, with some jurisdictions saving higher
standards that over-ride the national educator to child ratios. It is suggested that all services
seek advice from jurisdiction specific websites about the educator to child ratios that apply.
The table below summarises the minimum national educator-to-child ratios:
Over preschool age (that is, The National Quality Framework has been agreed to at this stage to
school age children) include children over preschool age, however the National Quality
Framework does not include a National Standard for children over
preschool agesee individual jurisdiction arrangements
Please note: Some jurisdiction-specific requirements override the national educator-to-child ratios.
The National Regulations allow a child to be considered over preschool age from the beginning of
the calendar year in which they will attend school as long as they are enrolled/registered. This will
assist services that structure enrolments from the beginning of the school year, such as vacation
care for school age children.
An approved provider can approve the service to care for one extra child, or two or more children
if the children are in the same family, in an emergency. The service can educate and care for an
extra child or children for up to two consecutive days on which the service operates. In such cases,
the child/ren do not count towards educator to child ratios, early childhood teacher requirements,
or minimum space requirements. This is to allow the service to provide for children who need to
attend a service at short notice. For example, the child/ren may be in need of protection under
a child protection order, or their parents may need urgent health care.
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Before approving the inclusion of an extra child or children, the approved provider must
consider the safety, health and wellbeing of all children attending the service.
The approved provider must notify their regulatory authority within 24 hours if the service
is educating and caring for extra children.
The National Law does not set national educator-to-child ratios for educators working with
children over preschool age. State and territory specific ratios apply in some jurisdictions.
25 to 35 months 1:5 5
3
36 months to preschool age 1:11 12
Total children 20
This is because to meet the ratios for 3 children aged 024 months, an educator is required.
The educator has the capacity to, within the ratio requirements, work directly with another
child as the ratio is 1:4. So in calculating the ratios, one of the children from the 2535 months
age range can be allocated against that educator for the purpose of calculating the ratios.
This leaves 4 children in the 2535 months age range, requiring another educator. However,
given the ratio for this age range is 1:5, in calculating the ratios, one of the children from the
36 months and over age range can be allocated to this second educator and so a third educator
is all that is required to meet the 1:11 ratio for the remaining children aged 36 months to
preschool age.
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Diagram 2:
Educators
The first step in calculating the number of educators necessary is to determine the number of
children in each age range. The next step is to calculate the number of educators required to
meet the ratio requirements for the youngest age range of children in the service. If the number
of children in the youngest age range is not a multiple of the ratio requirement, calculations
regarding ratios can include allocating this educator against children in the next age range
provided that the ratio requirement of the Law is always met for the younger age range.
The above example shows how ratios can be calculated based on the ages of children while
maintaining the ratio requirements for each age range. At all times adequate supervision must
be considered and maintained.
Breaks
The National Regulations require the educator to child ratio to be maintained at all times.
However, it is recognised that backfilling educators in centre-based services while they are on
short breaks is difficult. The approach of regulatory authorities will be to allow each educator to
take up to 30 minutes off the floor per day without being backfilledfor example, for personal
hygiene, meal breaks or to take personal phone callswithout the service being in breach of
prescribed ratio requirements. At all times the overarching consideration must be the needs of
the children and adequate supervision must be maintained at all times.
For example, this provision might be used to provide educators with two 15 minute tea breaks
without backfilling their position, or one 30-minute lunch break, where adequate supervision can
be maintained. This provision is not intended to result in situations where accommodating the
needs of the children is compromised. For example, children should not be required to rest for an
unreasonable length of time to accommodate educators breaks.
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In Queensland, an approved provider who has approved a family day care educator to educate
and care for additional children in exceptional circumstances must notify the regulatory
authority within 24 hours.
A family day care educator assistant may provide assistance to a family day care educator while
the educator is educating and caring for children as part of the approved service. A family day
care educator assistant may educate and care for the children in the absence of the family day
care educator in limited circumstances:
providing education and care to a child in emergency situations, such as when the family day
care educator requires urgent medical care or treatment, and
providing education and care to a child when the family day care educator is absent to attend
an appointment (other than a regular appointment) if:
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The approved provider of the family day care service must not approve a person to work as a
family day care educator assistant unless the parents of the children to be educated and cared
for have provided written consent to the use of the assistant.
The family day care educator assistant is not required to hold, or be actively working towards, a
certificate III level education and care qualification. However, the family day care educator assistant
is required to hold the first aid qualifications set out at First aid qualifications and training.
Note: Regulation 126 applies to centre-based services providing education and care to children
who are preschool age or under.
A new educator without an approved qualification can be counted towards educator to child
ratios for a three month probationary period. This applies only for centre-based services that
educate and care for children preschool age or under. It does not apply in South Australia and
New South Wales.
Note: a probationary period is not extended if the educator moves to another service operated
by the same approved provider.
By 2014, at least 50% of educators in a service must have (or be actively working towards) at
least an approved diploma level education and care qualification.
The remaining educators necessary to meet minimum educator to child ratios are required to
have (or be actively working towards) at least an approved Certificate III level education and
care qualification.
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Regulation 10 defines actively working towards a qualification as being enrolled in a course for the
qualification, making satisfactory progress towards completion of the course and maintaining
enrolment requirements. The approved provider should collect documentary evidence that the
educator meets these requirements, such as a current academic transcript of the completed units of
the qualification.
In the case of requirements to hold or be actively working towards an approved diploma level
course, the educator must:
hold an approved Certificate III level qualification, or
have completed the units of study in an approved Certificate III as published by ACECQA, or
have completed the percentage of total units of study required for completion of an approved
early childhood teaching qualification determined by ACECQA.
Note: the required percentage of total units of study (above) as determined by ACECQA is published
on the ACECQA website.
Regulations 129 to 135 apply to centre-based services providing education and care to children
who are preschool age or under.
Some jurisdictions have specific requirements which override these requirements. regulatory
authorities in these states and territories will provide information specific to their jurisdiction.
The educational qualifications held by educators contribute to the quality of education and care.
Those with higher qualification levels and standards of training are better equipped to provide
improved learning environments and mentor other educators in quality practices, leading to better
outcomes for children.
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For services of fewer than 25 places, a service must have access to an early childhood teacher
for at least 20% of the time that the service operates. An approved service may facilitate this
through information and communications technology, such as videoconferencing, and the
access may be calculated on a quarterly basis. This flexibility will be particularly useful for rural
and remote services.
For centre-based services with 25 or more children on a given day, the requirement is for an early
childhood teacher to be in attendance. In attendance means being physically present at the
service, and carrying out education and care activities including one or more of the following:
working directly with children (included in ratios)
planning programs
mentoring, coaching or supporting educators
facilitating education and care research
performing the role of educational leader.
Early childhood teacher requirements do not apply in relation to a child, or children, who are being
educated and cared for because of an emergency, under regulation 123(5)).
By 2014 a family day care educator must have (or be actively working towards) at least an
approved Certificate III level education and care qualification.
By 2014 a family day care co-ordinator must have an approved diploma level education and care
qualification.
A list of approved qualifications is published by ACECQA.
It is a condition of the service approval that an approved provider appoint sufficient
co-ordinators to adequately monitor and support the family day care educators.
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The National Regulations do not prescribe how many co-ordinators are required in a family day care
service. The approved provider should determine how many co-ordinators are needed to provide
support and assistance to all family day care educators engaged by the service, and to monitor
each educators compliance with the National Law and National Regulations.
The actual number of co-ordinators required to provide an appropriate level of support may
differ between services, considering factors such as the number of jurisdictions and local
government areas a service is provided across, the number of family day care educators,
the distance between family day care residences and the qualifications and experience of
educators.
Compliance
Position Qualification requirements
timeframe
Family day care All family day care educators must have (or be actively 1 Jan 2014
educator working towards) an approved Certificate III level education
and care qualification.
Family day care Co-ordinators must have an approved diploma level (or 1 Jan 2014
co-ordinator higher) education and care qualification.
Centre-based services
All At least 50% of educators must have (or be actively 1 Jan 2014
services working towards) a diploma level education and care
qualification.
Other educators must have (or be actively working
towards) a Certificate III level education and care
qualification.
Preschool < 25 The service must have access to an early childhood teacher 1 Jan 2014
age and working with the service for at least 20% of the time the
under service provides education and care. (Ie access to an early
childhood teacher 20% of service operating hours)
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Centre-based services
Preschool 2559 An early childhood teacher must be in attendance at the 1 Jan 2014
age and service whenever the service is being provided to 25 59
under children at any point in the given day:
if the service operates for 50 or more hours in a week,
for at least 6 hours on the day in question
if the service operates for less than 50 hours a week, for
60% of the operating hours of the service on the day in
question.
OR
An approved service with 25 59 approved places for
children must employ or engage a full-time or full-time
equivalent early childhood teacher.
Preschool 6080 An early childhood teacher must be in attendance at the 1 Jan 2014
age and service whenever the service is being provided to 60 80
under children at any point in the given day:
if the service operates for 50 or more hours in a week,
for at least 6 hours on the day in question
if the service operates for less than 50 hours a week, for
60% of the operating hours of the service on the day in
question.
OR
An approved service with 60 80 approved places for
children must employ or engage a full-time or full-time
equivalent early childhood teacher.
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Centre-based services
Preschool > 80 An early childhood teacher must be in attendance at the 1 Jan 2014
age and service whenever the service is being provided to more
under than 80 children (that is 81 children or more) at any point in
the given day:
if the service operates for 50 or more hours in a week,
for at least 6 hours on the day in question
if the service operates for less than 50 hours a week, for
60% of the operating hours of the service on the day in
question.
OR
An approved service with more than 80 approved places
must employ or engage a full-time or full-time equivalent
early childhood teacher.
Jurisdictional provisions
Some jurisdictions have transitional and savings provisions in relation to qualification
requirements. Regulatory authorities in these states and territories will provide information
specific to their jurisdiction.
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Centre-based services
At all times and at any place that an approved service is operating, the following person/s must
be in attendance and immediately available in case of emergency:
at least one educator who holds a current approved first aid qualification, and
at least one educator who has undertaken anaphylaxis management training, and
at least one educator who has undertaken emergency asthma management training.
If the approved service is provided by a school on a school site (for example, a government
kindergarten or preschool), the person/s holding these qualifications may be an educator or
staff member at the school who holds one or more of the above qualifications. The person/s
holding these qualifications may be on the school site as long as they are immediately available
in an emergency.
The service should consider how it will meet this requirement during all parts of the day, including
breaks, and have contingency plans in place for educator illness or leave.
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Approval of qualifications
The list of approved qualifications includes suitable qualifications for all types of services. This list
will include school age care qualifications for jurisdictions that prescribe qualification requirements
to work with children over preschool age.
ACECQA also publishes a list of qualifications that have been approved for transitioning
into the National Quality Framework. This list includes some qualifications that are no longer
approved or no longer offered.
See www.acecqa.gov.au.
A person may apply to ACECQA to assess a qualification that is not included in the approved
list. The application must include a detailed outline of the course of study for the qualification,
including details of any practical placements and the length of the course. For example, a higher
education provider might apply to ACECQA to recognise a newly developed course of study.
There is a fee for this application.
A person may also apply to ACECQA to have their qualification recognised as equivalent to an
approved qualification. For example, an educator may apply to ACECQA to have their overseas
qualification recognised as equivalent to an approved qualification. There is a fee for this
application.
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An approved provider of a centre-based service must keep a staff record which contains
information about:
the nominated supervisor, including evidence of any relevant qualifications (or progress
towards those qualifications) and approved training, and their fitness and propriety
other educators and staff, including evidence of any relevant qualifications (or progress
towards those qualifications) and approved training, and their fitness and propriety
the designated educational leader
details of volunteers and students.
In addition, other records are required that are more like a staff roster or time sheet. These
records include:
record of educators working directly with children
record of access to early childhood teachers, including when the teacher worked directly
with children
record of each date and times a volunteer participates in the service
the name of the responsible person at each time that children are being educated and cared
for by the service.
A sign in/out register, staff roster or time sheets might be some of the ways an approved provider
can meet these requirements. The record should note the hours that each educator works directly
with children and should exclude time spent off the floor for breaks, programming and preparation.
For more information about the responsible person, see page 84.
A sample template for a staff record is included on page 169. This might be adapted for use by
individual services, or providers may develop their own system of recording this information.
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The approved provider of a family day care service must keep a register of each family day care
educator engaged by or registered with the service. This must contain the following
information:
name, address and date of birth of each educator
contact details of the educator
address of the residence or venue
date the educator was engaged or registered, and date the educator ceased to be engaged or
registered
days and hours when each educator usually provides education and care
if the educator is an approved provider or certified supervisor, the number of the provider
approval or supervisor certificate, and the date it was granted
copies of each educators qualifications, including first aid qualifications and details of
qualifications the educator is actively working towards (or evidence of working towards the
qualification)
evidence of any training completed by the educator
details of the working with children or working with vulnerable people check for each
educator including an identifying number and expiry date (if applicable)
the name and date of birth of each child the educator cares for, and the days and hours the
educator usually provides care to each child
name and date of birth of other people who live at the family day care residence and details
of any working with children or working with vulnerable people checks for those people.
A sample template for a register of family day care educators is included on page 173. This may
be adapted for use by individual services, or providers may develop their own.
An approved provider of a family day care service must keep a record which contains
information about:
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the nominated supervisor and copies of their relevant qualifications and working with
children checks
details of educators and staff members, and copies of their relevant qualifications and
working with children checks
the designated educational leader
details of volunteers and students.
Standard 5.1 Respectful and equitable relationships are developed and maintained
with each child.
Element 5.1.1 Interactions with each child are warm, responsive and build
trusting relationships.
Element 5.1.2 Every child is able to engage with educators in meaningful, open
interactions that support the acquisition of skills for life and
learning.
Element 5.1.3 Each child is supported to feel secure, confident and included.
Standard 5.2 Each child is supported to build and maintain sensitive and responsive
relationships with other children and adults.
Element 5.2.1 Each child is supported to work with, learn from and help others
through collaborative learning opportunities.
Element 5.2.2 Each child is supported to manage their own behaviour, respond
appropriately to the behaviour of others and communicate
effectively to resolve conflicts.
Element 5.2.3 The dignity and rights of every child are maintained at all times.
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consider the family and cultural values, age, and physical and intellectual development and
abilities of each child.
An approved service must have a policy on interactions with children. This policy must outline
the services procedures and strategies for ensuring that interactions with children meet the
above requirements.
Relationships in groups
An approved provider must ensure that an approved service provides opportunities for children
to interact and develop respectful and positive relationships with each other and with
educators and staff.
This requires consideration of the size and composition of groups in which children are being
educated and cared for by the service.
It is suggested that children should be educated and cared for in small groups to minimise the risk of
overcrowding, injury, illness and prolonged exposure to excess noise, facilitate the development of
trusting relationships, and promote childrens learning and development. Large groups can lead to
an overly restrictive or controlling environment.
The National Regulations have deliberately not prescribed maximum group sizes for centre-based
services, as the emphasis under the National Quality Framework is on the outcomes for children.
Therefore, when assessing a service against the National Law, National Regulations or the National
Quality Standard, the regulatory authority will consider the experience for children as part of a
group. That is, the grouping of children should allow children to experience agency, to develop
secure relationships and to progress towards the outcomes of the learning framework. The
groupings should also minimise risks to childrens health, safety and wellbeing.
Examples of effective grouping could be one that does not exceed three times the ratio pertaining
to the relevant age group or a grouping that achieves the outcomes sought through limiting the
group size.
In services for school age children, this does not necessarily mean that enrolments must be restricted.
Rather, consider minimising the times throughout the session where children are required to be
part of a very large group. This might be achieved through sub grouping or by offering sufficient
activities or workshops where children are able to participate in smaller groups. Services should
consider how the grouping of children enables or restricts childrens sense of agency and identity.
In centre-based services for children who are preschool age or under, the service should also minimise
the number of times children transition to different groups during the day. Moving children multiple
times throughout the day can affect childrens sense of belonging to a group, their wellbeing and
opportunities for developing and extending play. When making decisions about childrens grouping
throughout the day, the best interests of children should be the primary consideration.
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Standard 6.1 Respectful, supportive relationships with families are developed and maintained.
Standard 6.2 Families are supported in their parenting role and their values and beliefs about
childrearing are respected.
Element 6.2.1 The expertise of families is recognised and they share in decision
making about their childs learning and wellbeing.
Standard 6.3 The service collaborates with other organisations and service providers to
enhance childrens learning and wellbeing.
Element 6.3.1 Links with relevant community and support agencies are
established and maintained.
Element 6.3.2 Continuity of learning and transitions for each child are supported
by sharing relevant information and clarifying responsibilities.
Element 6.3.4 The service builds relationships and engages with their local
community.
The National Regulations provide that a parent of a child being educated and cared for by a
service may enter the premises at any time that their child is attending the service. However, a
parent can be refused entry to an approved service premises if permitting the parents entry
would pose a risk to the safety of children and staff, or if the provider, supervisor or family day
care educator reasonably believes that permitting the parents entry would contravene a court
order.
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A parent includes a guardian of a child or a person who has parental responsibility for a child
under a decision or order of a court.
Other provisions within the National Law and National Regulations support collaboration with
parents. These include requirements to:
provide information about the educational program
document and share with parents, assessments or evaluations of their childs development
needs, interests, experiences and participation in the program and assessments of the
childs progress against the learning outcomes
maintain enrolment records and procedures that provide information about the family and
childrens health needs
display or provide a range of information to parents
enable families to have access and provide input to reviews of policies and procedures
provide for an administration space to consult with parents.
An approved service must have policies and procedures in place to manage the service. The
current policies and procedures are required to be available for inspection at the approved
service including at a family day care residence or venue. The policies and procedures should
be readily available for families (and potential families) to read and review. It would be
appropriate for the services policies and procedures to be available online as well as at the
premises.
An approved provider is also required to notify families of changes to certain policies and
proceduressee Part 4.7: Leadership and service management.
Partnerships with families contribute to building a strong and inclusive community within the
service. Shared decision making with families demonstrates respect for the role of the parent and
supports consistency between childrens experiences at home and at the service.
Some services encourage families to access their childs assessment documentation throughout the
year and add to it. It is usual for approved services to send home childrens artwork, information
and photographs throughout the year, which may then be presented to the childs family at the end
of the year as a record for them to keep.
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Standard 7.1 Effective leadership promotes a positive organisational culture and builds a
professional learning community.
Element 7.1.3 Every effort is made to promote continuity of educators and co-
ordinators at the service.
Element 7.1.5 Adults working with children and those engaged in management of
the service or residing on the premises are fit and proper.
Standard 7.3 Administrative systems enable the effective management of a quality service.
Element 7.3.3 The regulatory authority is notified of any relevant changes to the
operation of the service, of serious incidents and of any complaints
which allege a breach of legislation.
Element 7.3.4 Processes are in place to ensure that all grievances and complaints
are addressed, investigated fairly and documented in a timely
manner.
Element 7.3.5 Service practices are based on effectively documented policies and
procedures that are available at the service and reviewed regularly.
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National Regulations: Regulations 158 (centre-based service), 159 (family day care service)
The approved provider must ensure that an accurate attendance record is kept which:
records the full name of each child attending the service
records the date and time each child arrives and departs
is signed on the childs arrival and departure by either:
the person who delivers or collects the child
the nominated supervisor or an educator
for family day care services, if the signature of the person who delivers the child cannot
be reasonably obtained, the family day care educator may sign.
A preschool program provided by a school is not required to comply with this requirement
if it keeps attendance records in accordance with the education law or government education
department policy that applies in that jurisdiction.
The approved provider and family day care educator must keep an enrolment record for each
child enrolled at an approved service. The enrolment record must contain the following
information:
full name, date of birth and address of the child
name, address and contact details for:
each known parent
any emergency contact
any authorised nominee
any person who is authorised to consent to medical treatment or administration
of medication
any person who is authorised to give permission to an educator to remove the child
from the education and care service premises
details of any court orders, parenting orders or parenting plans
gender of the child
language used in the childs home
cultural background of the child and parents
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any special considerations for the child, such as any cultural, religious or dietary
requirements or additional needs
authorisations for:
the approved provider, nominated supervisor or an educator (including family day care
educator) to seek medical treatment for the child and/or ambulance transportation
the service to take the child on regular outings
name, address and telephone number of the childs registered medical practitioner or
medical service
childs Medicare number (if available)
details of any specific healthcare needs of the child, including any medical condition,
allergies or a diagnosis that the child is at risk of anaphylaxis
any medical management plan, anaphylaxis management plan or risk minimisation plan for
the child
any dietary requirements of the child
immunisation status of the child
if the approved provider or staff member has sighted a health record for that child, a notation
of that fact
certificates of immunisation or exemption for services in NSW, as required under the Public
Health Act 2010.
Other adults at the family day care residence to be fit and proper
The approved provider of a family day care service must take reasonable steps to ensure
that persons 18 years old or older who live at a family day care residence, and persons who are
family day care educator assistants, are fit and proper. In Western Australia, South Australia,
the ACT and the Northern Territory, the approved provider must assess each person by taking
into account one of the following:
a criminal history check issued in the previous six months
a current working with children check or card, or working with vulnerable people check based
on a criminal history record check, or
a current teacher registration.
In NSW and Queensland, the approved provider must consider the persons current working
with children check or card. In Victoria, the approved provider must consider the persons
current working with children check or current teacher registration. In Tasmania, the approved
provider must consider the persons safety screening clearance or working with vulnerable
people registration.
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The approved provider of a family day care service must require each family day care educator
to notify the provider of any new person (18 years old or older) who resides, or intends to reside
at the educators residence. The provider must also require the family day care educator to
notify the provider of any change to circumstances which may affect the fitness or propriety
of a person (18 years old or older) who resides at the family day care residence, or a family day
care educator assistant.
A record must be kept of all visitors to a family day care residence or venue while children are
being educated and cared for at the residence or venue as part of the service. The record must
include the signature of the visitor and their arrival and departure time. A sample template is
included on page 178. This may be adapted for use by individual services, or providers might
develop their own.
A family day care educator must not leave a child or children alone with a visitor to a family day
care residence or approved venue, while providing care and education to that child as part of
the family day care service. An approved provider must have policies and procedures in place to
ensure that children are not left alone with visitors in a family day care residence or venue.
Policies and procedures must be available at the service and readily accessible by all educators,
staff, volunteers, families and regulatory authority staff. The approved provider must take all
reasonable steps to ensure that the written policies and procedures are followed.
Policies should be informed by the services philosophy statement, Early Childhood Australias Code
of Ethics and current advice from recognised authorities.
The approved provider must also give 14 days notice to parents of children enrolled at the
service before making any change to a policy or procedure that would:
have a significant impact on any enrolled child
affect the familys ability to utilise the service, or
affect the fees charged or the way fees are collected.
The notice period is not required if the change to a policy or procedure is to address an issue in
relation to the safety, health or wellbeing of any child enrolled at the service.
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The National Regulations do not specify how often a philosophy or policy must be reviewed. A
review schedule should be developed, where policies are prioritised according to how often the
content is expected to change. Other events which might trigger a review are a change in
legislation, or a serious incident at the service. Policies should be up to date with current research
and contemporary views on best practice.
Required policies and procedures all service types (National Regulations, regulation 168)
Staffing arrangements
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Service management
Additional policies and procedures for family day care services (National Regulations,
regulation 169)
Assessment, approval and reassessment of approved family day Regulations 116, 169(2)(a)
care residences and family day care venues Standard 2.3
Fit and proper assessment of family day care educators, Regulations 163, 169(2)(e)
assistants and adults residing at family day care residences Standard 7.1
Visitors to family day care residences and venues Regulations 165, 169(2)(f)
Engagement and registration of family day care assistants Regulations 154, 169(2)(h)
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The National Regulations do not specify how this information must be displayed. Some information
could be permanently displayed as a laminated poster or framed certificate, while other information
(such as information that is updated regularly) could be displayed on a whiteboard.
Nominated supervisor Name of the nominated supervisor; or, if the nominated supervisor belongs
to a class under Regulation 49, the class
Service rating Current ratings for each Quality Area in the National Quality Standard
Overall rating of the service
Service or temporary The elements of the National Quality Standard and/or National Regulations
waivers that have been waived
The duration of the waiver
Whether the waiver is a service waiver or temporary waiver
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Health and safety If applicable, a notice stating that a child at risk of anaphylaxis is enrolled at
the service
If applicable, a notice of an occurrence of an infectious disease at the
service
Notifications required
An approved provider must notify the regulatory authority of certain circumstances and
information, such as a serious incident, or a change in the management or control of an
approved provider or responsible persons at the service. Certified supervisors are also
responsible for notifying certain information to the regulatory authority, such as a change to
their mailing address, or circumstances that affect their fitness and propriety such as the
suspension of a working with children check.
Notifications required (National Law, sections 173, 174; National Regulations, regulations 174, 175)
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Notifications required (National Law, sections 173, 174; National Regulations, regulations 174, 175)
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Notifications required (National Law, sections 173, 174; National Regulations, regulations 174, 175)
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Notifications required (National Law, sections 173, 174; National Regulations, regulations 174, 175)
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Record keeping
Under the National Law enrolment and other documents, must to the extent practicable be kept
at the education and care service premises, if they relate to the operation of the service, any
staff member or child for the previous 12 months. If not kept on the premises, they must be kept
at a place readily accessible by an authorised officer, for example, the records are available
online from the service premises.
Records required to be kept under an education law in relation to a preschool within a school
may be used to satisfy the recordkeeping requirements of the National Law or the National
Regulations. This is consistent with the objective of the National Quality Framework to reduce
regulatory burden.
Accurate record keeping assists in the management of the service, ensures the safety of children and
provides a level of transparency and accountability for services, regulatory authorities and families.
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Insurance records
The approved provider must keep evidence of the current insurance at the education and care
service premises, or for a family day care service, at the principal office. A family day care
educator must keep evidence of the educators current public liability insurance at the
residence or family day care venue.
This evidence, usually in the form of a certificate of currency, must be made available for
inspection by the regulatory authority or an authorised officer.
This does not apply if the insurance (or indemnity) for the education and care service is
provided by a state or territory government.
Records must be kept in a safe and secure place. They must be kept for the period of time
specified in the National Regulations (see table on page 118). Records may be kept in hard
copy or electronic form, provided that they are accessible as required.
Information that is kept in a record as required by the National Regulations must not be
communicated (either directly or indirectly) with anyone other than:
educators who require the information for the education and care of the child
medical personnel who require the information for medical treatment of the child
the parent of the child that the record relates to (except for a staff record), or
the regulatory authority or an authorised officer.
It may also be communicated if authorised or required under any Act or Law, or if the person
who provided the information gives written permission. For example, a parent may give written
permission for the service to share information about their child with a support agency such as
Inclusion Support.
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Records and documents required to be kept at the service (National Regulations 183)
Child assessments Approved provider Until the end of 3 years Regulations 74, 183
Family day care after the childs last
educator attendance
Incident, injury, Approved provider Until the child is 25 Regulations 87, 183
trauma and illness Family day care years old
record educator
Medication record Approved provider Until the end of 3 years Regulations 92, 183
Family day care after the childs last
educator attendance
Child attendance Approved provider Until the end of 3 years Regulations 158159,
Family day care after the last date on 183
educator which the child was
educated and cared
for by the service
Child enrolment Approved provider Until the end of 3 years Regulations 160, 183
Family day care after the childs last
educator attendance
Death of a child while Approved provider Until the end of 7 years Regulations 12, 183
being educated and after the death
cared for by the
service
Record of services Approved provider Until the end of 3 years Regulation 167
compliance history after the approved
provider operated the
service
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Records and documents required to be kept at the service (National Regulations 183)
Record of responsible Approved provider Until the end of 3 years Section 162
person in day-to-day after the staff member Regulations 150, 177
charge including works for the service
certified supervisors
placed in day-to-day
charge
Staff record Approved provider Until the end of 3 years Regulation 145
after the staff member
works for the service
Record of access to Approved provider Until the end of 3 years Regulation 152
early childhood after the staff member
teachers works for the service
Record of educators Approved provider Until the end of 3 years Regulation 151
working directly with after the staff member
children works for the service
Record of volunteers Approved provider Until the end of 3 years Regulation 149
and students after the volunteer or
student attended the
service
Assessment of family Approved provider Until the end of 3 years Regulation 116
day care residences after the record was
and approved family made
day care venues
Record of family day Approved provider Until the end of 3 years Regulation 154
care staff (including after the staff member
educators, co- works for the service
ordinators and
assistants)
Record of visitors to Family day care Until the end of 3 years Regulation 165
family day care educator after the record was
residence or approved made
family day care venue
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Regulatory authorities have a range of approaches and tools to facilitate these objectives and
consistently reinforce the requirements of the National Quality Framework.
Regulatory authorities will educate and inform providers and services and empower them to
understand and meet their obligations.
Regulatory authorities are also guided by the principle of proportionality and will focus on
achieving the desired outcome in the most efficient manner. When deciding how to respond to
an incident or issue, regulatory authorities will consider the circumstances of each case and the
risk to children (both short and long term). They may also take into account the compliance
history of the approved provider or approved service.
Regulatory authorities will endeavour to take action that is proportionate to the issue and is
most likely to achieve improved outcomes for children.
For more information about the role and functions of a regulatory authority,
see Chapter 6.1 ACECQA and regulatory authorities.
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Approaches/Tools Examples
Authorised officers
A regulatory authority will appoint authorised officers to monitor and enforce compliance with
the National Law and National Regulations. Each authorised officer will be issued with an
identity card which must be carried whenever the officer is exercising their functions under the
National Law and National Regulations. Authorised officers will have a range of powers,
including to:
enter and inspect education and care service premises (including unapproved premises
under a search warrant)
obtain information, documents and evidence
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In addition, the National Law provides for offences related to the enforcement activities of
regulatory authorities, such as obstructing authorised officers or refusing to answer questions
or provide information.
Compliance actions
The National Law gives the regulatory authority a range of tools to enable appropriate and
proportionate responses to non-compliance, including the power to:
issue infringement notices
enter into enforceable undertakings
issue compliance directions or compliance notices
issue prohibition notices
issue a notice to suspend a family day care educator
issue an emergency action notice to remove or reduce an immediate risk to the safety, health
or wellbeing of a child or children
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remove children from an education and care service if there is an immediate danger to their
safety, health or wellbeing
Examples of when the regulatory authority may remove a child or children from an education and
care service under section 189 of the National Law include:
when there is a fire in the surrounding areas and the assistance of the regulatory authority to
remove children from the service will assist with ensuring the safety of children
where the regulatory authority visits a service and determines that a child or children are not
being provided with adequate care because the service has exceeded the maximum number of
children to whom care is approved to be provided.
Regulatory authorities may escalate their response to non-compliance over time or may choose
a specific response based on the context, the level of risk and available information.
Infringement notices
The National Law and National Regulations set out offences for which an infringement notice
may be issued. An infringement notice operates like a fine.
The National Law sets out three offences that are subject to an infringement notice:
failure to display prescribed information
failure to notify certain circumstances to the regulatory authority
failure to comply with a compliance direction.
The National Regulations set out offences which are also subject to an infringement notice
see Attachment B ( page 133)
An authorised officer may issue an infringement notice which imposes an amount of 10% of the
maximum penalty that could be enforced by a court for that offence. For example, the maximum
penalty for not complying with Regulation 104 (fencing and security) is $2000, therefore an
infringement notice may impose an on-the-spot fine of $200 for non-compliance with the
requirement. The use of infringement notices provides a more targeted enforcement option.
Offences that are suitable for applying an infringement notice are typically minor offences and
are clear and unambiguous. They also provide an immediate sanction for a breach.
Once an infringement notice is paid, the infringement can no longer be taken into account as
part of a persons compliance historythat is, it cannot be considered in assessing a persons
fitness and propriety or a services rating assessment.
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However, the payment of a fine does not mean that an approved provider or approved service is
not required to take necessary actions to become compliant with the National Law and National
Regulations. If the identified non-compliance continues, the regulatory action will escalate to
more serious sanctions.
Enforceable undertaking
If a person has allegedly breached the National Law or National Regulations, a regulatory
authority may enter into a written agreement where the person agrees to take certain action,
or refrain from taking certain action, to comply with the National Law or National Regulations.
An enforceable undertaking could be used where strict compliance with the provision may not
achieve the desired outcome. For example, where health and hygiene practices are not being
followed, a regulatory authority might request an approved provider to agree to train staff in
health and hygiene practices, rather than issuing a compliance notice. This is consistent with
the principle of an outcomes focus in regulatory actions.
By agreeing to, and complying with, an enforceable undertaking, proceedings cannot be
brought against the person for the offence. The regulatory authority may withdraw its
acceptance of the undertaking at any time. It may also publish an enforceable undertaking
on its website.
If the person fails to comply with the enforceable undertaking, the regulatory authority can
apply to a tribunal or court for an order to enforce the undertaking. If the tribunal or court
determines that the undertaking has not been complied with, the regulatory authority can
bring proceedings for the alleged breach.
Compliance directions
The National Law enables a regulatory authority to issue a compliance direction, if it is satisfied
that an approved service has not complied with a provision prescribed by the National Regulations.
A compliance direction is a written enforcement notice that directs an approved provider to take
certain steps to comply with that provision, within a specified timeframe. This is a low-order
enforcement notice.
A decision to issue a compliance direction is subject to internal review.
It is an offence under the National Law to fail to comply with a compliance direction. If an
approved provider does not comply with a compliance direction, a regulatory authority may
bring proceedings before a court to enforce the compliance direction. The maximum penalty for
not complying with a compliance direction is $2000 for an individual or $10 000 for an entity.
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The provisions that are prescribed in the National Regulations generally apply to obligations
that are unambiguous (for example, obtaining a first aid kit). The regulations that are subject to
a compliance direction are set out in the table at Attachment B.
Compliance notices
A regulatory authority may issue a compliance notice if it is satisfied that an approved provider
is not complying with any provision of the National Law or National Regulations, and direct the
approved provider to take certain steps within a specified period of time to comply with the
provision. This is a high order enforcement notice.
A decision to issue a compliance notice is subject to internal review.
It is an offence under the National Law to fail to comply with a compliance notice. If an approved
provider does not comply with a compliance notice, a regulatory authority may bring
proceedings before a court to enforce the compliance notice. The maximum penalty for not
complying with a compliance notice is $6000 for an individual or $30 000 for an entity.
Prohibition notice
A regulatory authority may issue a prohibition notice to a person if it considers that there may
be an unacceptable risk of harm to a child if the person was allowed to provide education and
care to a child or remain at a service. A prohibition notice may be given to an approved provider,
certified supervisor, educator (centre-based or family day care), employee, contractor, volunteer
or anyone else involved in the provision of education and care.
Before a regulatory authority issues a prohibition notice, it must:
notify the person and provide reasons for the action
allow the person to respond to the notification before making its final decision
advise the person of the final decision.
A regulatory authority may also issue a prohibition notice without prior notification if there is
immediate risk to the safety, health or wellbeing of a child or children.
A prohibition notice prohibits the person to whom it applies from:
providing education and care to children for an approved service
being engaged as a supervisor, educator, family day care educator, contractor or staff
member, or being a volunteer at, an approved service
carrying out any other activity relating to an approved service.
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A prohibition notice is ongoing. A person subject to a prohibition notice may apply for it to be
cancelled. In addition, if the regulatory authority is satisfied that there is no sufficient reason
for the prohibition notice to remain in force, the regulatory authority must cancel the prohibition
notice.
It is an offence to engage a person if the approved provider knows, or should have reasonably
known, that the person has been issued with a prohibition notice.
A regulatory authority may issue a notice directing the approved provider of a family day care
service to suspend education and care by a family day care educator, if the regulatory authority
is satisfied that, because of the conduct of, or the service provided by a family day care
educator :
the approved provider or nominated supervisor is not compliant with the National Law or
National Regulations, or
there is a risk to the safety, health or wellbeing of the children at the service.
The regulatory authority may issue a show cause notice outlining its intention to direct the
provider to suspend the provision of education and care by the family day care educator, and
the reasons for doing so. The show cause notice must be delivered personally to the family day
care educator.
The approved provider, the nominated supervisor and the family day care educator may make a
submission to the regulatory authority regarding the proposed direction within 14 days of
receiving the show cause notice. The regulatory authority must consider any submissions
received within this timeframe in making its decision.
If a regulatory authority is satisfied that an approved service is operating in a way that poses
(or is likely to pose) an immediate risk to the safety, health or wellbeing of children being
educated and cared for by that service, the regulatory authority may direct the approved
provider to take certain steps to remove or reduce the risk.
The direction must be in writing and must:
specify the steps to be taken by the approved provider
specify the timeframe for the steps to be taken (not more than 14 days).
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Where the regulatory authority considers on reasonable grounds that there is an immediate
danger to the safety, health or wellbeing of a child or children, the regulatory authority (with the
assistance of others such as police officers) may take emergency action to remove the child or
children from the approved service premises. If this occurs, the regulatory authority must
ensure that the parents of any children impacted are immediately notified of the situation and
provided their childs location.
In most cases the responsibility for complying with the Law rests with the approved provider.
For example, the approved provider would be responsible (and therefore subject to the penalty)
for failing to provide adequate shaded space. Some offences may apply to nominated
supervisors, educators or other staff members based on the persons control over the particular
action or omission. For example, a family day care educator could be held responsible (and
therefore subject to the penalty) for being affected by drugs or alcohol while providing
education and care to children as part of the service.
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Proceedings for an offence must be commenced within two years of the date of the alleged
offence.
The information published by a regulatory authority is subject to a Privacy Framework created under
the National Law. For further information see Chapter 6.2-Information, records and privacy.
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If the enforcement action is a reviewable decision, the information will not be published by the
regulatory authority until the end of the period in which an application for review can be made.
A reviewable decision for internal review is a decision made by the regulatory authority under
the National Law including:
to refuse to grant a provider approval, service approval or supervisor certificate
to amend or refuse to amend a provider approval, service approval or supervisor certificate
to impose a condition on a provider approval, service approval or supervisor certificate
to suspend a provider approval, service approval or supervisor certificate without a show
cause notice
to refuse to consent to the transfer of a service approval
to revoke a service waiver
to issue a compliance direction
to issue a compliance notice.
A person who is the subject of a decision listed above may apply to the regulatory authority in
writing for a review of the decision. The application must be made within 14 days after the
person is notified, or becomes aware of, the decision. There is no fee for an internal review by a
regulatory authority.
A separate process applies to a review of assessment and ratings decisions - for more information
see Chapter 3.4- Review of ratings.
The person who conducts the review for the regulatory authority must not be a person who was
involved in making the initial decision. The person conducting the review may ask the applicant
for further information.
The regulatory authority must conduct an internal review under the National Law within 30
days after the application is made, unless the regulatory authority requests further information
or the applicant otherwise agrees. In this case, the period may be extended for up to 30 days.
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Any consequences that may occur from a decision cannot come into effect until the outcome of
a review is known. For example, if a decision to issue a compliance notice is under review, it
would not be published unless the decision is confirmed after the review.
A reviewable decision for external review is a decision made by the regulatory authority as a
result of an internal review (other than in relation to the issue of a compliance direction or
compliance notice), or a decision made:
to suspend a provider approval, service approval or supervisor certificate after the show
cause process
to cancel a provider approval, service approval or supervisor certificate after the show cause
process
to direct an approved provider of a family day care service to suspend the education and care
of children by a family day care educator, or
to give a prohibition notice or to refuse to cancel a prohibition notice.
A person who is the subject of a decision listed above may apply to the relevant tribunal or
court for a review of the decision. The application must be made within 30 days after the person
is notified of the decision.
The tribunal or court may confirm, amend or substitute another decision for the decision made
by the regulatory authority.
The rules and procedures of the relevant tribunal or court, including any fees, apply to an
external review.
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Attachment A
Summary of offences under the National Law
Offence
Staff member
Infringement
Nominated
Family Day
supervisor
Reference
Approved
Educator
provider
Notices
Care
Provide an education and care service Section
without service approval 103
Advertise a service without service Section
approval 104
Claim to be a certified supervisor Section
without a supervisor certificate 132
Operate a service without nominated Section
supervisor 161
Operate a service without responsible Section
person present (centre-based service 162
only)
Fail to employ or engage at least one Section
family day care co-ordinator (family 163
day care service only)
Fail to provide support to family day Section
care educators 164
Inadequate supervision Section
165
Inappropriate discipline Section
166
Fail to protect children from harm and Section
hazards 167
Fail to provide required program Section
168
Fail to meet minimum staffing Section
requirements, including ratios and 169
qualifications
Allow unauthorised person to remain Section
on premises 170
Fail to comply with direction to Section
exclude inappropriate person 171
Fail to display prescribed information Section
172
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Offence
Staff member
Infringement
Nominated
Family Day
supervisor
Reference
Approved
Educator
provider
Notices
Care
Fail to notify circumstances to the Section
regulatory authority 173
Fail to notify information to the Section
regulatory authority 174
Fail to keep enrolment and other Section
documents 175
Compliance Directions Section
176
Engage person to whom prohibition Section
notice applies 188
Obstruct an authorised officer Section Any or all persons
207
Fail to assist an authorised officer Section Any or all persons
208
Destroy or damage notices or Section Any or all persons
documents 209
Impersonate an authorised officer Section Any or all persons
210
Fail to comply with notice or Section Any or all persons
requirement 217
Hinder or obstruct regulatory Section Any or all persons
authority 218
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Attachment B
Quality Improvement
Plans (Regulation 55)
Offences in relation
to giving false or
misleading
statements about $2000
ratings (Regulation
72)
Record of child
assessments or
evaluations for
delivery of education
program (Regulation
74)
Information about
education program
to be kept available
(Regulation 75)
Access to safe
drinking water and
regular food and $2000
beverages
(Regulation 78)
Service providing
food and beverages $2000
(Regulation 79)
Weekly menu
(Regulation 80) $1000
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Awareness of child
protection law $1000
(Regulation 84)
Notification to
parents of incident,
injury, trauma and $2000
illness (Regulation
86)
Infectious diseases
(Regulation 88) $2000
Medical conditions
policy to be provided
to parents
(Regulation 91)
Administration of
medication $2000
(Regulation 93)
Emergency and
evacuation
procedures $2000
(Regulation 97)
Telephone or other
communication
equipment $1000
(Regulation 98)
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Risk assessment
must be conducted
before excursion $2000
(Regulation 100)
Authorisation for
excursions $1000
(Regulation 102)
Premises, furniture
and equipment to be
safe, clean and in $2000
good repair
(Regulation 103)
Access to sufficient
furniture, materials
and developmentally
appropriate
equipment
(Regulation 105)
Space requirements-
indoors (Regulation $2000
107)
Space requirements-
outdoor space $2000
(Regulation 108)
Ventilation and
natural light $2000
(Regulation 110)
Administrative space
(Regulation 111)
Nappy change
facilities (Regulation $1000
112)
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Outdoor space-
natural environment
(Regulation 113)
Outdoor space-
shade (Regulation $1000
114)
Premises designed
to facilitate
supervision
(Regulation 115)
Assessments of
family day care
residences and $2000
approved venues
(Regulation 116)
Glass (Regulation
117)
Educational leader
(Regulation 118)
Relationships in
groups (Regulation
156)
Residents at family
day care residence
and family day care
educator assistants $2000
to be fit and proper
persons (Regulation
163)
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Requirement for
notice of new
persons at residence $2000
(Regulation 164)
Children not to be
alone with visitors $2000
(Regulation 166)
Policies and
procedures in place $1000
(Regulation 168)
Additional policies
and procedures for
family day care $1000
(Regulation 169)
Policies and
procedures to be
followed (Regulation $1000
170)
Policies and
procedures to be
available (Regulation $1000
171)
Notification of
change to policies
and procedures
(Regulation 172)
Prescribed
enrolment and other
documents to be
kept by approved $2000
provider (Regulation
177)
Prescribed
enrolment and other
records to be kept by
family day care $2000
educator (Regulation
178)
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Confidentiality of
records kept by
approved provider $2000
(Regulation 181)
Confidentiality of
records kept by
family day care $2000
educator (Regulation
182)
Storage of records
and other documents
(Regulation 183)
Prescribed form of
identity card Applies to an authorised officer $1000
(Regulation 187)
False or misleading
documents Applies to an authorised officer $2000
(Regulation 191)
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Chapter 6: Administration
This chapter addresses administrative matters.
Part 6.1 describes the Australian Childrens Education and Care Quality Authoritythe national
body responsible for overseeing the implementation of the National Quality Framework across
Australia. It also describes the role and functions of a regulatory authority.
Part 6.2 outlines matters relating to information, records and privacy. It also sets out the
privacy, freedom of information and legislative framework that applies to ACECQA and to
regulatory authorities.
In addition it sets out the ombudsman legislative framework that applies to ACECQA.
These frameworks are based on the Commonwealth Privacy Act 1988, Commonwealth Freedom
of Information Act 1982, Commonwealth Ombudsman Act 1976 and operate as a law of each
participating jurisdiction. It outlines the requirements for registers of approved providers,
education and care services and certified supervisors.
Part 6.3 outlines the application of fees.
Part 6.4 outlines who the regulatory authority can delegate its authority to.
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The Australian Childrens Education and Care Quality Authority (ACECQA) is the National
Authority established under the National Law.
The main role of ACECQA is to guide the administration of the National Quality Framework to
ensure consistent implementation across all states and territories.
ACECQAs other functions include:
establish consistent, effective and efficient procedures for the operation of the National
Quality Framework
promote and foster continuous quality improvement by approved services
in conjunction with the regulatory authorities, educate and inform education and care
services and the community about the National Quality Framework
establish and maintain national registers of approved providers, approved services and
certified supervisors, and to publish those registers
determine the qualifications for authorised officers and provide support and training for staff
of regulatory authorities
determine the qualifications required to be held by educators, including the assessment of
equivalent qualifications
keep national information on the assessment, rating and regulation of education and care
services
assess and determine applications for the highest level of rating (the Excellent rating) for
approved education and care services
publish, monitor and review ratings of approved education and care services
conduct national auditing for the purposes of the national legislation
publish guides and resources to support parents and the community in understanding quality
in relation to education and care services and to support the education and care services
sector in understanding the National Quality Framework
publish information about the implementation and administration of the National Quality
Framework and its effect on developmental and educational outcomes for children
publish practice notes and guidelines for the application of the National Law and National
Regulations
report to and advise the Ministerial Council on the National Quality Framework
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report to the regulatory authorities and the Australian Government Department of Education,
Employment and Workplace Relations in relation to the evaluation of the National Quality
Framework.
ACECQA is governed by a board of 13 members consisting of one nominee from each state and
territory, four members nominated by the Commonwealth and one independent chair. Board
members have skills and expertise in areas such as assessment of quality in education and care
services, early childhood development, labour market and workforce participation, best
practice regulation, research, evaluation and performance, and financial management and
corporate governance. Members of the board hold office for up to three years. They can be
reappointed for a further period of up to three years.
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The Board is responsible for ensuring that ACECQA meets its statutory requirements and
undertakes its responsibilities under the National Law properly and efficiently. The Board
provides strategic direction and leadership for the ACECQA and formulates strategies for
carrying out its functions under the National Quality Framework. The Board must work
collaboratively with regulatory authorities and the Commonwealth Department of Education,
Employment and Workplace Relations (DEEWR) to support and promote the National Quality
Framework.
ACECQA has a Chief Executive Officer (CEO) responsible for day-to-day management and is
accountable to the ACECQA Board. The CEO may attend board meetings but is not a member of
the Board and is not entitled to vote.
In keeping with the objectives of the National Quality Framework, ACECQA will ensure that the
regulatory burden on education and care services is minimised as much as possible. ACECQA
oversees jurisdictions to ensure that regulatory actions are open and transparent, and to
encourage public confidence in the quality and integrity of decision making. ACECQA will
undertake national auditing of the administration of the National Quality Framework.
Approved providers and approved services will rarely deal directly with ACECQA, as most
interactions will occur through the regulatory authority. The National Law allows a
representative of ACECQA to enter an approved education and care service premises when
accompanied by an authorised officer from a regulatory authority. The purpose of such a visit
would be to audit the assessment and ratings process to promote consistency across all states
and territories.
An approved provider might contact ACECQA to apply for a further review of a reviewable decision
by a regulatory authority, or to apply for the Excellent rating. Providers, services and educators are
also able to access information and resources provided by ACECQA through their website:
www.acecqa.gov.au
ACECQA may exercise its functions in cooperation with, or with the assistance of, a range of
agencies or types of bodies such as the Australian Bureau of Statistics, research-specific
bodies, and education and training institutions and related organisations.
ACECQA is required to submit an annual report to the Standing Council within four months after
the end of each financial year.
The National Law and National Regulations also set out the arrangements for money and
property payable into the Australian Childrens Education and Care Quality Authority Fund, the
procedures for the allocation, transfer or reimbursement of money to state and territory
regulatory authorities and the procedures for the proper investment of money.
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Regulatory authorities
Under the National Law, a regulatory authority has the power to:
collect, hold and use information obtained under the National Law and National Regulations
about the provision of education and care
collect, hold and use information about approved providers, family day care educators and
certified supervisors
maintain and publish registers of approved providers, approved services and certified
supervisors
publish information about the National Quality Framework, including ratings and prescribed
information about compliance with the National Law and National Regulations
collect, waive, reduce, defer and refund fees, and enter into agreements about fees
enter into agreements about fees and funding with ACECQA
exercise any other powers as required by the National Law or National Regulations.
The collection and use of information about approved providers, family day care educators and
certified supervisors is subject to a privacy framework created under the National Law. For further
information see Part 6.2: Information, records and privacy.
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Application of laws
The National Law establishes a privacy and freedom of information framework that applies
to ACECQA and the regulatory authorities. This includes the appointment of an Education and
Care Services Privacy Commissioner, an Education and Care Services Freedom of Information
Commissioner and an Education and Care Services Ombudsman. State and territory privacy
and freedom of information laws do not apply to ACECQA and the regulatory authorities.
The National Law also establishes an ombudsman framework to deal with complaints
against ACECQA. Relevant state and territory ombudsman legislation continues to apply
to regulatory authorities.
Records for ACECQA are kept according to the New South Wales State Records Act 1998
(as applied as a Law of each state or territory for the purposes of the National Quality
Framework). The records kept by regulatory authorities are subject to the applicable
records law for each state or territory.
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The National Law provides for the keeping and publication of registers as follows:
ACECQA must keep a register of approved providers and certified supervisors, which may be
inspected or copied
regulatory authorities must keep a register of education and care services, which may be
inspected or copied
Approved providers of family day care services must keep a register of their family day care
educators, and provide this information to the regulatory authority on request.
ACECQA must keep and publish on its website a register of approved providers. The following
information must be included in the register of approved providers:
the name of each approved provider
the postal address of the approved provider
any conditions to which the provider approval is subject
the date the approval was granted
the provider approval number
the service approval number of each education and care service operated by the approved
provider.
Each regulatory authority must keep and publish on its website a register of approved services
operating in its jurisdiction. The following information must be included in the register of
approved services:
the name and contact details of each service
the address of each centre-based service
the address of the principal office of a family day care service
the operating hours of a centre-based service
the approved number of places of a centre-based service
the date the service approval was granted
any conditions applicable to the service approval
the service approval number
the name of the approved provider for each service
the provider approval number
the rating levels for each service.
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ACECQA must keep and publish on its website a register of certified supervisors. The following
information must be included in the register of certified supervisors:
the name of each certified supervisor
the prescribed class of persons to which the certified supervisor belongs, if applicable, and
the name of any relevant education and care service or school
the date the supervisor certificate was granted
the supervisor certificate number.
The National Law also allows ACECQA and a regulatory authority to publish a range of
information, including:
name of each approved provider, approved service and certified supervisor
conditions on any service approval
for a centre-based service, the address of the service
for a family day care service, the address of its principal office
rating levels of each service
contact details and operating hours of an approved service
approved number of places for a centre-based service.
A regulatory authority may also publish information about enforcement actions, such as
information about compliance notices, prosecutions, enforceable undertakings, amendments,
suspension or cancellation of approvals or certificates, or prosecutions for offences under the
National Law or National Regulations.
This, along with information about the rating levels of each service, enables families or
prospective families to have ready access to transparent information about the quality of
services, including any history of action that has been or is being taken to address non
compliance with the legislative requirements.
If the compliance action to be published is a reviewable decision, a regulatory authority will not
publish details of that compliance action until all review processes have been competed. If an
application is made for an external review, the National Regulations allow the information to be
published if the enforcement action is confirmed, amended or another action is substituted.
For more information about requesting a review of a decision made by a regulatory authority,
see Part 5: Review, enforcement and compliance.
Information published under section 270 of the National Law must not include information that
could lead to the identification of an individual, other than an approved provider, certified
supervisor, or person being prosecuted under the National Law or National Regulations.
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Disclosure of information
Regulatory authorities may disclose information about education and care services to other
regulatory authorities, to ACECQA or to the Commonwealth for the purposes of:
the National Law and National Regulations
research and the development of national policy with respect to education and care services
the funding of education and care services or the payment of benefits or allowances to
persons using education and care services
compliance and disciplinary action.
Communication between jurisdictions promotes effective regulation of the education and care
sector under a national system. Regulatory authorities will develop communication protocols for
sharing information between jurisdictions that is consistent with the objectives of the National
Quality Framework and meets obligations under applicable privacy and freedom of information
laws.
The National Law requires a regulatory authority to disclose to other regulatory authorities the
suspension or cancellation of a working with children check, working with children card or
teacher registration of a nominated supervisor or certified supervisor. It also allows a
regulatory authority to disclose a prohibition notice issued under the National Law to the head
of the government department responsible for administering the working with children law in
that jurisdiction.
Information provided under section 271 of the National Law must not include information that
could lead to the identification of an individual, other than an approved provider, a certified
supervisor, a family day care educator who has been suspended, a person issued with a
prohibition notice, or a person being prosecuted for an offence under the National Law.
The National Law also allows a regulatory authority to disclose information to an education and
care service in certain circumstances. An approved provider may request the regulatory
authority to disclose whether a person is subject to a prohibition notice issued under the
National Law, or whether a family day care educator has been suspended from providing
education and care as part of a family day care service.
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Any person who is exercising their functions under the National Law must not disclose
protected information to another person. This does not apply if:
the information is disclosed in accordance with the National Law and National Regulations
the disclosure is authorised or required under any law of a participating jurisdiction
the disclosure is with the agreement of the person to whom the information relates
the information relates to proceedings that are before a court or tribunal that are or were
open to the public
the information is (or was) accessible to the publicfor example, because it was published
for the purposes of the National Law or National Regulations, or
the disclosure is authorised by the Standing Council.
The National Law allows for fees to be paid where specified in the National Regulations. In
setting fees for various transactions under the National Law, the objectives are to:
set a nationally consistent and equitable fee structure that will provide funding for the
activities of regulatory authorities and ACECQA
streamline all fees to make it simpler and easier for services
provide certainty for services with regard to costs.
The National Law sets out the transactions that may be subject to a fee as prescribed in the
National Regulations. Not all transactions are subject to fees.
All fees are linked to transactions which are self-initiated, such as applications for provider
approval and service waivers, other than the annual fee for continuing service approval.
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For example, if the annual fee is $275, then the late payment fee would be $41.25 for each 30 days
(or part of 30 days) that the payment is overdue.
Indexation of fees
Fees required to be paid under the National Law and National Regulations are subject to annual
indexation, which ensures that fees are consistent with inflation. ACECQA publishes the fees
applicable for each financial year on its website at www.aceqa.gov.au
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The National Law allows each participating jurisdiction to declare who will be the regulatory
authority for that jurisdiction.
A regulatory authority may delegate any of its functions and powers under the National Law to
any person employed under a public sector law of the jurisdiction, or any person in a class of
persons prescribed in Regulation 237.
The National Law also allows a regulatory authority to declare there to be a regulatory authority
for a class of education and care services within that jurisdiction; that is, there would be more
than one regulatory authority in that jurisdiction. This may occur where there is a current
division of regulatory responsibility within a jurisdiction, for example, where government
preschools are regulated by a separate authority. However, the National Partnership Agreement
on the Quality Agenda for Early Childhood Education and Care requires each jurisdiction to have
a lead regulatory authority.
Any delegate of a regulatory authority must inform the regulatory authority of any conflict of
interest they may have in relation to the delegated functions and powers.
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This chapter details the transitional and saving provisions that apply nationally. For details
about specific arrangements which apply in each jurisdiction, see information sheets available
from each regulatory authority, or refer to Chapter 7 of the National Regulations.
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Approvals
Declared approvals
National Law: Sections 305 (definition),306 (approved provider), 307 (approved service), 308 (family
day care venue), 315 (Certified Supervisor), 316 (nominated supervisor)
The National Law allows for state or territory laws to make a range of declarations that deem
existing licences or approvals to be approvals under the National Quality Framework.
Each jurisdiction may have different positions under their former education and care services laws
that are equivalent to nominated supervisor or certified supervisor. Regulatory authorities in each
jurisdiction can provide further information about which positions in a service will be deemed to be
equivalent.
This does not apply to an approved provider or approved service if the approval or licence was
suspended immediately before 1 January 2012 under the jurisdiction law because the provider
was not a fit and proper person to operate the service. If the service approval or licence was
suspended immediately before 1 January 2012 for another reason, the service approval is taken
to be suspended under the National Law for the period of the suspension.
Any conditions that applied to a former approval of the provider or service are taken to be
conditions of the provider approval or service approval (as applicable) unless they are
inconsistent with the National Law.
A family day care venue that is declared by a law of a participating jurisdiction to be a declared
approved family day care venue is taken to be an approved family day care venue under the
National Law.
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If a provider held more than one former approval or licence for centre-based services operating
from the same premises, the former approvals or licences can be considered to be one
approved service under the National Law.
For example, if a provider operates a preschool and an outside school hours care service from the
same school site, one joint service approval can cover those services under the National Law.
This does not apply to family day care services, or to an application for approval pending
immediately before 1 January 2012.
If the provider applies to the regulatory authority for a service waiver or temporary waiver
under the National Law, and the application was received by 31 March 2012, the service is
considered to comply until the outcome of the application for waiver is determined by the
regulatory authority.
If a service was not required to be approved or licensed under a former education and care
services law in that jurisdiction before 1 January 2012, and is an education and care service
under the National Law from 1 January 2012, the service and its provider are taken to be an
approved provider and approved service until 30 June 2012.
If the provider applies to the regulatory authority for a provider approval and service approval
under the National Law, and the applications are received by 30 June 2012, the provider and
service are considered to be an approved provider and approved service until the outcome of
the application is determined by the regulatory authority.
There is no fee for an application for provider approval for a declared out of scope service.
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Staffing arrangements
Preschool program in a composite class in a school
A person is considered to hold an approved Certificate III level education and care qualification
if, immediately before 1 January 2012, the person:
was recognised under the former education and care services law of any Australian state or
territory as a Certificate III level educator, and was employed or engaged in a declared
approved service, or
held a qualification included in the list of former approved Certificate III level qualifications
published by ACECQA.
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A person is considered to hold an approved diploma level education and care qualification if,
immediately before 1 January 2012, the person:
was recognised under the former education and care services law of any Australian state or
territory as a diploma level educator, and was employed or engaged in a declared approved
service, or
held a qualification included in the list of former approved diploma qualifications published
by ACECQA.
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If, immediately before 1 January 2012, a person was enrolled in a course for a qualification that
is published in the list of former approved early childhood teacher qualifications published by
ACECQA, the person is taken to hold an approved early childhood teaching qualification for the
purposes of the National Regulations when they complete that qualification.
If, immediately before 1 January 2012, there were any conditions or restrictions on a persons
recognition, registration, accreditation or qualification as an early childhood teacher, those
conditions or restrictions continue to apply.
In addition, a person may be taken to be an early childhood teacher from 1 January 2014 to
1 January 2018 if the person:
is actively working towards an approved early childhood teaching qualification, and
provides documentary evidence that the person
has completed at least 50% of the course, or
holds an approved diploma level early childhood education and care qualification.
Centre-based services in remote or very remote areas can meet early childhood teacher
requirements by having access to an early childhood teacher, for example through information
technology, rather than requiring the early childhood teacher to be in attendance. Services
must have access to the early childhood teacher for at least 20% of the time. This applies
regardless of the number of children attending the service, until 1 January 2018.
Physical environment
Exemptions declared approved centre-based service
If the premises of a declared approved centre-based service does not comply with regulation
104 (fencing and security), 114 (outdoor spaceshade) or 115 (premises designed to facilitate
supervision), and the service was not required to comply with a similar requirement
immediately before 1 January 2012, that regulation does not apply until one of the following
events happen:
the service premises are renovated, or
the service approval is transferred to another approved provider.
This means that if the service does not meet regulation 104, 114 or 115, compliance action would
not be taken in relation to the regulations (unless the premises have been renovated or service
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approval is transferred). For the purposes of a rating assessment, the service is taken to comply
with these requirements until the earlier of the following occurs:
Until the earlier of the above occurs, the fact that these requirements are not met would not
affect a services rating for Quality Area 3 Physical environment.
The service is required to display the following statement so that it is visible from the main
entrance of the service:
This service is taken to comply with regulations [insert regulations that service is taken to
comply with for the purpose of rating assessment] of the Education and Care Services National
Regulations.
If the premises of a declared out of scope service does not comply with regulation 104 (fencing
and security), 114 (outdoor spaceshade) or 115 (premises designed to facilitate supervision),
that regulation does not apply to the service until:
the service premises are renovated, or
the service approval is transferred to another approved provider.
This means that if the service does not meet regulation 104, 114 or 115, compliance action would
not be taken in relation to the regulations (unless the premises have been renovated or service
approval is transferred).
For the purposes of a rating assessment, the service is taken to comply with these requirements
until the earlier of the following occurs:
the premises are renovated, or
the service approval is transferred to another approved provider, or
31 December 2015.
Until the earlier of the above dates, the fact that these requirements are not met would not be
reflected in the services rating for Quality Area 3 Physical environment.
The service is required to display the following statement so that it is visible from the main
entrance of the service:
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This service is taken to comply with regulations [insert regulations that service is taken to
comply with for the purpose of rating assessment] of the Education and Care Services National
Regulations.
Fencing and security exemption declared approved family day care service
If an approved family day care venue or family day care residence does not comply with
regulation 104 (fencing and security), and was not required to comply with a similar requirement
immediately before 1 January 2012, regulation 104 does not apply to the declared approved
service in respect to that venue or residence until:
the venue or residence is renovated, or
the family day care educator is no longer registered or engaged by the service.
This means that compliance action would not be taken in relation to regulation 104 in respect to
that venue or residence, unless the premises has been renovated or the family day care
educator is no longer registered or engaged by the service.
For the purposes of a rating assessment, the service is considered to comply with regulation
104 until the earlier of the following occurs:
the venue or residence is renovated, or
the family day care educator is no longer registered or engaged by the service, or
31 December 2015.
Until the earlier of the above dates, the fact that the requirements of regulation 104 are not met
for that venue or residence would not be reflected in the services rating for Quality Area 3
Physical environment.
The service is required to display the following statement so that it is visible from the main
entrance of the service:
This service is taken to comply with regulations [insert regulations that service is taken to
comply with for the purpose of rating assessment] of the Education and Care Services National
Regulations.
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A centre-based service that delivers a preschool program in a school in a composite class where
a full-time education program is also being delivered to school children is exempt from
regulations 104 (fencing and security), 114 (outdoor spaceshade) and 115 (premises designed
to facilitate supervision). For the purposes of a rating assessment, the service is considered to
comply with these requirements and there will be no impact on the services rating assessment.
The service is required to display the following statement so that it is visible from the main
entrance of the service:
This service is taken to comply with regulations [insert regulations that service is taken to
comply with for the purpose of rating assessment] of the Education and Care Services National
Regulations.
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Taken to comply
If a service is taken to comply with a provision of the National Regulations for the purpose of a
rating assessment, the service is required to display the following statement so that it is visible
from the main entrance of the service:
This service is taken to comply with regulations [insert regulations that service is taken to
comply with for the purpose of rating assessment] of the Education and Care Services National
Regulations.
Compliance
Effect of non-compliance before 1 January 2012
A declared compliance notice or declared enforceable undertaking that was in force under a
former education and care services law immediately before 1 January 2012 is considered to be a
compliance notice or enforceable undertaking under the National Law from1 January 2012.
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Offences
A regulatory authority may bring or continue a prosecution for any offence under a former
education and care services law for a service that is considered to be an approved service under
the National Law.
This information may be used for information purposes under the National Law and may be
made available to the regulatory authorities of other jurisdictions and to the ACECQA.
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A provider of a service existing before 1 January 2012 must continue to keep all documents
required under the former education and care services law for that service in a safe and secure
place and for the specific timeframes setout in the National Regulations, and make these
available to the regulatory authority on request.
Contacts
For information about jurisdiction-specific provisions that apply, contact your state or territory
regulatory authority. Contact details are available an the ACECQA website: acecqa.gov.au
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Incident, injury, trauma and illness record
Child details
....................................................................................................................................................
....................................................................................................................................................
Circumstances if child appeared to have been taken or removed from service or was locked in/
out of service (incl who took the child, duration): .........................................................................
....................................................................................................................................................
....................................................................................................................................................
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Nature of injury/trauma/illness:
Bitewound Poisoning
Bruise Rash
Broken bone /
fracture/ dislocation
Respiratory
Burn /sunburn Seizure/unconscious/
convulsion
Electricshock ...................................
Action taken
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Have any steps been taken to prevent or minimise this type of incident in the future?:
....................................................................................................................................................
....................................................................................................................................................
...................................................................................................................................................
Notifications (including attempted notifications)
Parental acknowledgment:
I
(name of parent/guardian)
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Medication record
Last
Guardian
Signature
of witness
administering
administering
Name of educator
Signature of educator
Time Date Time Date Circumstances Dosage Method Time Date Dosage Method
Excursion details
Excursion details
First aid kit
List of adults participating in the excursion
List of children attending the excursion Contact information for each adult
Contact information for each child Mobile phone / other means of communicating with the service & emergency services
Medical information for each child Other items, please list
Communicated to:
Reminder: Monitor the effectiveness of controls and change if necessary. Review the risk assessment if an incident or significant change occurs.
Consequence
certain
Almost
Moderate Moderate High Extreme Extreme
Likely
Possible
Low Low Moderate High High
Unlikely
Low Low Low Moderate High
Rare
Nominated supervisor
and understand and accept my responsibilities under the Education and Care Services National Law and National Regulations.
Name
Address
Address
Educator details
Full name
Date of birth
Email address
Postal address
Physical address
Residence
Venue
Educator qualifications and study
Relevant qualification,
or
name of relevant
course enrolled in,
including details of
progress
(attach copies)
Mandatory training Approved first aid training DD MM YY
completed
Anaphylaxis management training DD MM YY
(attach copies)
Emergency asthma management training DD MM YY
Any other training
completed
Operation details
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Child enrolment details
Security details
People who normally reside at the family day care residence (including children under 18 years old):
Working with children check /working with vulnerable people/ record of criminal history:
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Record of family day care co-ordinators, assistants and staff
Educational leader
Full name
Nominated supervisor
Full name
Date of birth
Address
Relevant qualification,
or course enrolled in
(attach copies)
Other approved
training completed
(attach copies)
Co-ordinators
Full name
Date of birth
Address
Relevant qualification,
or course enrolled in
(attach copies)
Other approved
training completed
(attach copies)
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Full name
Date of birth
Address
Relevant qualification,
or course enrolled in
(attach copies)
Other approved
training completed
(attach copies)
Co-ordinators
Full name
Date of birth
Address
Relevant qualification,
or course enrolled in
(attach copies)
Other approved
training completed
(attach copies)
Full name
Address
Date of birth
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Family day care educator assistants
Full name
Address
Date of birth
Name of educator to
be assisted
Full name
Address
Date of birth
Name of educator to
be assisted
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Record of visitors to family day care residence or approved venue
Address of residence/venue:
Date Name of visitor Address & phone number Reason for visiting Time Time Signature of visitor
in out